Grants and contributions online services: User guide (Applications and project management)

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Grants and contributions online services: User guide (Applications and project management) [PDF - 3.76 MB]

Important things to remember

Web browsers: The Grants and Contributions Online System (GCOS) are compatible with the following Web browsers: Windows Internet Explorer 9, Mozilla Firefox and Apple Safari. Users who opt to use Google Chrome could experience some difficulties.
Timeout feature: After approximately 15 minutes of account inactivity, a warning message will be displayed informing you that the session is about to expire.
Upload Restrictions: Each document uploaded to the GCOS cannot exceed 15MB in size; however there is no limit to how many documents can be uploaded.
Contact Us: You can submit technical and non-technical questions to the GCOS team by clicking the Contact Us located under Help and Support.
Automated correspondence: You should add the following e-mail address to your contacts: no-reply-aucune-reponse@hrsdc-rhdcc.gc.ca to prevent e-mails from being sent to the junk/trash folder.
Creation of a GCOS account: If you need help creating a GCOS account:
Consult the User Guide: Account Registration
Send an email to the GCOS team at NA-GCOS-SELSC-GD@hrsdc-rhdcc.gc.ca or
Contact the Employer Contact Center at 1-800-367-5693
Help text: To clarify a question, click on "Question mark" located at the end of the question. For program-specific questions, click the Program Applicant Guide under Help and Support.

1. Getting started

You are required to go through a series of screens before being directed to the Welcome screen:

Enter username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs&Cs Online Services

From the Welcome screen (Figure 1), you are able to:

Access your list of applications and projects
Add an application for funding
Convert to Online
Apply on a call for proposal

Figure 1 – Welcome Screen: description follows — Figure 1 – Welcome Screen

1.1 View list of applications and projects

To access the Applications and Projects screen (Figure 2) click View List of Applications and Projects on the Welcome Screen (Figure 1). The screen displays a list of the organization’s applications for funding and projects as well as their status. The functions are dependent on the status of the application or project. You can filter your results by Program, by Status or by who created the application.

Figure 2 – Applications and Projects screen: description follows — Figure 2 – Applications and Projects screen

1.1.1 Status

The current Status of each application or project is indicated in the status field on the Applications and Projects screen (Figure 2):

Active: Department approved your application and you can submit project management documents
Amendment in progress: changes to the agreement are in process (activities and/or budget). This status will remain until the agreement signature process is completed. The amendment is performed by the department.
Draft: you are in the process of developing the application
Pending Signatories: more signatories are required to sign the application before submitting to the Department
Pending Re-Submission: application requires modifications. A departmental representative will contact you regarding the information required. Once you complete the modification, you will need to re-submit the application to the Department
Ready to Sign: the authorized representatives of the organization need to sign the Agreement
Rejected: the Department rejected the application
Submitted: you successfully submitted the application to the Department
Submission failed: you must re-submit the application due to a system error
Under Assessment: the Department is assessing your application
Withdrawn: you or the Department withdrew the application
Closed: project is no longer active

The functions are dependent on the status of the application or project.

1.2 Add an application for funding

Click Add an Application for Funding on the Welcome screen (Figure 1) to apply on a program that has continuous intake as the intake method. This will direct you to the Program Selection screen (Figure 3).

Figure 3 – Program selection screen – Continuous intake: description follows — Figure 3 – Program selection screen – Continuous intake

1.3 Convert to online

Please note that this section only applies to projects that have not been submitted through GCOS. You can convert your project as soon as your project has an agreement ready to be signed.

1.3.1 To Access the Convert to GCOS Function

You need to go through a series of screens before converting your project:

Enter your username and password to access GCOS
Click Continue
Click on your organization name
Click on Gs&Cs Online Services
Click Convert your existing project to GCOS
Enter your project number listed in your acknowledgement letter
Click Convert (Figure 4)

Figure 4 – Convert to online: description follows — Figure 4 – Convert to online

1.4 Apply on a call for proposal

All the open calls for proposals are displayed under the Open Call for Proposal section of the Welcome Screen (Figure 1). Clicking Apply will bring you to the Program Selection screen (Figure5). To apply to the Canada Summer Jobs Call for proposal, visit the CSJ User guides.

Program Group and Program are pre-filled
Enter a brief and descriptive title
A link to the Applicant guide is available to help answer program specific questions
Click Next to create your application
Click Back to home to return to the Welcome screen

Figure 5– Program selection screen: description follows — Figure 5– Program selection screen

1.5 Copy & edit an existing application

You can Copy and Edit the content of a previously created application to create a new one.

Enter your username and password in GCOS and click Continue
Click your Organization's name
Click Gs&Cs Online Services
Click View List of Applications and Projects
Retrieve the application or project you wish to copy
Click Copy and Edit (Figure 6)
Click Yes (Figure 7)
Some of the screens are pre-filled
Review the application and make the necessary modifications
Refer to section 2.16 Review and Submit application to submit your new application

Important: You will not be able to use the Copy and Edit function on a converted project.

Figure 6 – Copy & edit an existing application: description follows — Figure 6 – Copy & edit an existing application

Figure 7 – Copy and edit confirmation screen : description follows — Figure 7 – Copy and edit confirmation screen

2. Submitting an application for funding

If you started an application however did not finish it, you can return to this application by using the Draft Hyperlink found in the Applications and Projects section of the Welcome screen (Figure 8).

Figure 8 – Applications and projects section of the welcome screen: description follows — Figure 8 – Applications and projects section of the welcome screen

2.1 Do You Have the Rights to Create and Submit an Application?

If you are the Primary Officer of the organization, you automatically have the rights to create and submit an application. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs&Cs Online Services
Click My GCOS Account in the top menu
Click Representatives
Identify your name
Click View
Ensure the "Create" and "Submit" checkboxes for application for funding are selected

If the "Create" and/or "Submit" checkboxes for application for funding are not selected, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

2.2 Creating a new application

Clicking the Apply link in the Open Call for Proposal table (Figure 1) or the Add an Application for Funding link on the Welcome screen (Figure 1) will direct you to the Program Selection screen (Figure 9).

The Program Group and Program fields are pre-populated only if you are applying on a call for proposal
Enter a brief and descriptive project title
A link to the Program Guidelines will appear as you choose the program to help answer program specific questions
Click Next which will create and allow you to complete your application

Figure 9 – Program selection screen: description follows — Figure 9 – Program selection screen

2.2.1 Summary of application

The Summary of Application screen (Figure 10) is where you access and complete all the screens of your application.

On the left, a list of screens are identified by different colors (green = completed, yellow = incomplete and blue = information).

On the right, a summary of all the screens is available. If you click on the title, it brings you to the section to edit or view the information. A confirmation message displays each time you save a screen.

The Help section provides you with a quick access to: Program Guidelines, User Guide and Contact Us functionalities.

Figure 10 – Summary of application: description follows — Figure 10 – Summary of application

2.3 Project identification

Enter the planned project start and end dates on the Project Identification screen (Figure 12).

Click Edit Project Identification (Figure 11)
Enter Planned Project Start and End Dates
Click Save
Back to Application will bring you back to the summary of application screen

Figure 11 – Summary of application - Project identification: description follows — Figure 11 – Summary of application - Project identification

Figure 12 – Project identification screen: description follows — Figure 12 – Project identification screen

2.4 Mailing address

You can select the mailing address specific to this application on the Mailing Address screen (Figure 14). All correspondence is sent to this address, including payments if the direct deposit is not activated.

Click select Mailing Address (Figure 13)
Select the mailing address for this application
Click Save
Back to Application will bring you to the Summary of the application screen

Figure 13 – Summary of application - Mailing address: description follows — Figure 13 – Summary of application - Mailing address

Figure 14 – Mailing address screen: description follows — Figure 14 – Mailing address screen

Follow the steps below if no mailing address appears on the screen:

Click My GCOS Account in the top menu
Click My Organizations
Click the organization name for which you want to add a mailing address
Click Manage Addresses
Click Add Address
Once saved, the address will display on the Mailing Address screen
To return to your application, click My Organizations in the top menu
Click the organization for which you added the mailing address
Click Gs&Cs Online Services
Click Draft or View List of Applications and Projects
Retrieve your application and click on Edit
Click Mailing address
Select the mailing address for this application
Click Save

Back to Application will bring you to the Summary of application screen

2.5 Organization contacts

The contact person whom the department communicates with regarding the application or any consequent agreement is captured under the Organization Contacts screen (Figure 16). You may edit or remove the contacts at any time. However, there must be a main application contact at all times. You can add a new contact or you can add yourself as a contact.

Figure 15 – Summary of application - Organization contacts: description follows — Figure 15 – Summary of application - Organization contacts

Add new Contact: (Figure 15)

Click Add new contact
Complete all required fields
Click Save
Back to Organization contact will bring you to the Organization Contacts screen (Figure 17)

Add yourself as a Contact: (Figure 15)

Click Add Myself as a Contact
Ensure that the pre-filled information is correct (Figure 16)
Select the contact type and contact address
Click Save
Back to Organization contact will bring you to the Organization Contacts screen

Figure 16 – Contacts details screen: description follows — Figure 16 – Contacts details screen

Figure 17 –Organization contact summary screen: description follows — Figure 17 –Organization contact summary screen

Back to Application will bring you to the Summary of application screen

2.6 Organizational capacity

Details relevant to your organization's capacity to properly manage this project are captured under the Organization Capacity screen (Figure 19).

Click Edit Organizational Capacity (Figure 18)
Complete required fields (Figure 19)
Click Save

Back to Application will bring you to the Summary of the application screen

Figure 18 – Summary of application - Organizational capacity: description follows — Figure 18 – Summary of application - Organizational capacity

Figure 19 – Organizational capacity screen: description follows — Figure 19 – Organizational capacity screen

2.7 Amounts due

If your organization owes dues to the Government of Canada, you may declare it under the Amounts Due screen (Figure 21). If you have no amounts due to the Government of Canada, please do not complete this screen.

Figure 20 – Summary of application - Amounts due: description follows — Figure 20 – Summary of application - Amounts due

Click Add amount due (Figure 20)
Complete all required fields (Figure 21)
Click Save

Back to Amounts Due brings you to the summary of your amounts due (Figure 22)

Figure 21 – Amounts due details: description follows — Figure 21 – Amounts due details

Figure 22 – Amounts due summary: description follows — Figure 22 – Amounts due summary

You may edit or remove the amounts due at any time.
Back to Application will bring you to the Summary of application screen

2.8 Project description

Enter details relevant to this project under the Project Description screen (Figure 24). The Department will use this information to assess the quality of the project and funding eligibility.

Figure 23 – Summary of application - Project description: description follows — Figure 23 – Summary of application - Project description

Click Edit Project Description (Figure 23)
Complete all required fields (Figure 24)
Click Save

Back to Application will bring you to the Summary of application screen

Figure 24 – Project description screen: description follows — Figure 24 – Project description screen

2.9 Project details

Provide further details on the project’s activities and priorities they address under the Project Details screen (Figure 26).

Figure 25 – Summary of application - Project details: description follows — Figure 25 – Summary of application - Project details

Click Edit Project Details (Figure 25)
Answer each question by answering yes or no (Figure 26)
Answering Yes to any of these questions will generate a text box (Figure 27) which you are required to complete
Click Save

Back to Application will bring you to the Summary of application screen

Figure 26 – Project details screen: description follows — Figure 26 – Project details screen

Figure 27 – Project details screen – Text box: description follows — Figure 27 – Project details screen – Text box

2.10 Project locations

By default, your organization’s main address is displayed as the main location of the activities on the Project Locations screen (Figure 29).

Figure 28 – Summary of application - Project locations: description follows — Figure 28 – Summary of application - Project locations

Click Add Project location (Figure 28) which will direct you to the Location Details Screen (Figure 29)
Complete all required fields
Click Save

Figure 29 – Location details screen: description follows — Figure 29 – Location details screen

Back to Project Locations brings you to the summary of your projects locations (Figure 30)

Figure 30 – Summary of project locations: description follows — Figure 30 – Summary of project locations

You may edit or remove the proposed locations of the activities at any time. However, there can only be one main Location
Back to Application will bring you to the Summary of application screen

2.11 Budget

Provide a detailed list of planned expenditures, broken down by expenditure category, sub-category and funding source under the Budget screen (Figure 32). The Department will use this information:

To determine the overall cost of this project
To determine whether costs are linked to the activities
To determine the general nature of the expenditures to be covered by all anticipated sources of funding

The Total Planned Expenditures must also equal the amounts displayed in the Cash and In-kind columns on the Anticipated Sources of Contribution screen.

Figure 31 – Summary of Application - Budget: description follows — Figure 31 – Summary of Application - Budget

Click Edit Budget (Figure 31)
Enter your planned expenditures by cost categories and by source of funding (Figure 32)
Click Save
Back to Application will bring you to the Summary of application screen

Figure 32 – Budget screen: description follows — Figure 32 – Budget screen

2.12 Anticipated sources of contribution

Provide details on how your project will be funded under the Anticipated Sources of Contribution screen (Figure 33). The Department will use this information to verify that the funding request conforms to any stacking limit or requirement for funding from other sources. Other sources of funding includes any source of funding you will receive (including your organization) other than the requested amount from ESDC. You may edit or remove the anticipated sources of contribution at any time, except for the Department's contribution which can only be edited on the Budget screen.

The ESDC Cash amount field will be populated from the amounts entered on the Budget screen. Should you have additional organizations that will contribute funds and/or in-kind contributions to this project, please add them subsequently.

The amounts displayed in the Cash and In-kind columns must equal the Total Planned Expenditures totals on the Budget screen.

Figure 33 – Summary of application - Anticipated sources of contribution: description follows — Figure 33 – Summary of application - Anticipated sources of contribution

Click View/Add Anticipated Sources of Contribution (Figure 33)
The ESDC amount will be populated from the amounts entered on the Budget screen
Click Add Anticipated Sources of Contribution to enter another source of funding (Figure 34)
Complete all required fields (Figure 35)
Click Save

Back to Application will bring you to the Summary of application screen

Figure 34 – Anticipated sources of contribution screen: description follows — Figure 34 – Anticipated sources of contribution screen

Figure 35 –Contribution details screen: description follows — Figure 35 –Contribution details screen

Back To Anticipated Sources of Contributions brings you to the summary of your Anticipated Sources of Contributions (Figure 36)

Figure 36 – Summary of anticipated sources of contribution: description follows — Figure 36 – Summary of anticipated sources of contribution

Back to Application will bring you to the Summary of application screen

2.13 Budget details

Specify details on costs for this project under the Budget Details screen (Figure 38).

Figure 37 – Summary of application - Budget details: description follows — Figure 37 – Summary of application - Budget details

Click Edit Budget Details (Figure 37)
Complete all required fields (Figure 38)
Click Save

Back to Application will bring you to the Summary of application screen

Figure 38 – Budget details screen: description follows — Figure 38 – Budget details screen

2.14 Supporting documents

View, add and manage documents uploaded as supporting documentation for this application (i.e. the Budget Detail Template) under the Supporting Documents screen (Figure 40). All documents are scanned by an anti-virus application before being submitted to the Department. If a virus is found, the document in question will not be submitted to the Department.

Figure 39 – Summary of application - Supporting documents: description follows — Figure 39 – Summary of application - Supporting documents

Click Add Supporting Document (Figure 39)

Figure 40 – Supporting documents screen: description follows — Figure 40 – Supporting documents screen

Click Add will direct you to the Document Details screen (Figure 41) which will allow you to browse the files on your computer.
Enter the Document Title, Choose the Document Type and click on browse to find your file, once your file is uploaded, Click on Save
Back to Supporting Documents will bring you to the Supporting Documents screen (Figure 40)

Figure 41 – Document details screen: description follows — Figure 41 – Document details screen

If the document has already been uploaded in your organization's account, click Select/Unselect which will direct you to the Select Supporting Documents screen (Figure 42). To upload a supporting document to the organization's account:

Click My GCOS Account
Click Organization Identification
Click Add Supporting Documents
Enter the Document Title, Choose the Document Type and click on browse to find your file, once your file uploaded, Click on Save
Once saved, the document will appear on the Select Supporting Documents screen (Figure 42).

To return to your current application and add the organization's supporting document

Click GCOS
Click Draft under the Applications and Projects Section
Identify your application and Click Edit
Click Add Supporting Document
Click Select/Unselect which will direct you to the Select Supporting Documents screen (Figure 42)
Click select to indicate which document you would like to add to your supporting documents for this application
Click Save

Back to Supporting Documents will bring you to the Supporting Documents screen (Figure 40)

Figure 42 – Select supporting documents screen: description follows — Figure 42 – Select supporting documents screen

You may view or remove the supporting documents at any time
Back to Application will bring you to the summary of application screen

2.15 Forecast of project expenditures

Capture the monthly financial requirements for this project under the Forecast of Project Expenditures screen (Figure 44). The Forecasted Grand Total must equal to the ESDC Project Budget Amount.

Figure 43 – Summary of application - Forecast of project expenditures: description follows — Figure 43 – Summary of application - Forecast of project expenditures

Click Edit Forecast of Project Expenditures (Figure 43)
Enter the forecast of project expenditure amounts per month and per fiscal year (Figure 44)
Click Save

Back to Application will bring you to the Summary of application screen

Figure 44 – Forecast of project expenditures screen: description follows — Figure 44 – Forecast of project expenditures screen

2.16 Review and submit

The Review & Submit screen (Figure 46) provides a complete summary of all the information entered into the application. It allows you to review and, if necessary, edit information.

Figure 45 – Summary of application – Review and submit: description follows — Figure 45 – Summary of application – Review and submit

Click Review & Submit (Figure 45)

Figure 46 – Review & submit screen (One signatory required): description follows — Figure 46 – Review & submit screen (One signatory required)

Figure 47 – Review & submit screen (multiple signatories required): description follows — Figure 47 – Review & submit screen (multiple signatories required)

Review & Submit screen (Figures 46 and 47) provides a summary of all the information entered into the application.

Click Expand all or a specific section, to view and if necessary, edit sections of your application
Click Print to review the online version of your application (opens in a new window)
Click Next to Submit your application (Figures 46 and 47)
You will be directed to the Declaration screen (Figures 48 and 49). In order for an application to be considered complete, it must be completed by the official representative(s) in accordance with the organization's by-laws or other constituting documents.

The first paragraph displays how many signatures are required to submit an application. If the number of signatories is incorrect, follow the next steps:

Click My GCOS Account in the top menu
Click Organization Identification
Click Edit Organization Identification
Scroll down to the Signatories Section, change the number of signatories required to submit an application
Click save

To return to your current application:

Click GCOS
Click Draft under the Applications and Projects Section
Identify your application and Click Edit
Click Review & Submit
Click Next
The number of signatories will be updated on the Declaration Screen

Important: If you do not have the rights to sign an agreement, the Submit button will not be available.

Figure 48 – Declaration screen (one signatory required): description follows — Figure 48 – Declaration screen (one signatory required)

2.16.1 One Signatory Required

Check the boxes to certify your authority (Figure 48)
Click Submit
Once you successfully submit the application, a confirmation number (i.e. tracking number) is displayed (Figure 51). That confirmation number is sent to your email address and is displayed on the Applications and Projects screen (Figure 2).

Figure 49 – Declaration screen (multiple signatories required): description follows — Figure 49 – Declaration screen (multiple signatories required)

2.16.2 Multiple Signatories Required

Check the boxes to certify your authority (Figure 49)
A list of the representative(s) that have the delegated right to submit an application is displayed. You have the option to notify them by email advising them that an action is required.
They will need to retrieve the application in their account which will have a status of Pending Signatories
Click Action
Click Review & Submit
Click Review and Submit
Click Next
Click Submit
Once the application is signed successfully, the "Signature Confirmation" Screen is displayed (Figure 50). The last representative to sign the application will obtain The "Confirmation" Screen with a confirmation number (Figure 51). That confirmation number will be sent to them by email and will also be displayed on the "Applications and Projects" screen (Figure 2).

Figure 50 – Signature confirmation screen: description follows — Figure 50 – Signature confirmation screen

Figure 51 – Confirmation screen: description follows — Figure 51 – Confirmation screen

Please note: If you have signed the Application and the status is "Pending Signatories”, more than one signatory is required and the other representative has yet to sign. Note that if you have already signed, you will no longer see the "Submit" button.

3. Signing an agreement

Following the approval of your application, each representative of your organization with the rights to sign an agreement will receive an email from the Department. This email will inform them that a funding agreement is ready to be signed electronically.

3.1 Do you have the rights to sign an agreement?

If you are the Primary Officer of the organization, you automatically have the rights to sign an agreement. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click Gs&Cs Online Services
Click My GCOS Account at the top of the screen
Click Representatives
Identify your name
Click View
Ensure the Submit checkbox for Agreement is selected

If the Submit checkbox for Agreement is not selected, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

3.2 Access the agreement

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click Gs&Cs Online Services
Click ReadyToSign (Figure 52)
Click Sign agreement (Figure 53)

Figure 52 – Welcome screen – Applications and projects: description follows — Figure 52 – Welcome screen – Applications and projects

Figure 53 – View list of applications and projects screen: description follows — Figure 53 – View list of applications and projects screen

3.3 Agreement

The Agreement screen (Figure 54) allows you to view and sign the agreement.

Click Sign Agreement (Figure 54), which will direct you to the Review & Sign screen (Figure 55)

Figure 54 – Agreements screen: description follows — Figure 54 – Agreements screen

3.4 Review and sign

The Review & Sign screen (Figure 55) allows you to sign the agreement electronically. It is important to read the agreement, by clicking the Link to Document Hyperlink, prior to signing it. You must have the latest free downloadable Adobe Acrobat Reader software to view the agreement.

The Review & Sign screen allows you to request direct deposit as the payment method for this project. For more information on direct deposit, please consult section 4 of this User Guide.

Under the Signatories section, if more than one signature is required by your organization to sign an agreement, you can view the number of signatures required and view how many signatures have been captured to date.

If the number of signatories is incorrect, follow the next steps:

Click My GCOS Account in the top menu
Click Organization Identification
Click Edit Organization Identification
Change the number of signatories required to submit an agreement
Once saved, the number of signatories is updated on the Review & Sign screen

To return to signing your agreement, follow the next steps:

Click GCOS
Click ReadyToSign under the Applications and Projects Section
Identify your Project and Click Sign Agreement
Click Sign Agreement

Figure 55 – Review and sign screen: description follows — Figure 55 – Review and sign screen

3.4.1 Signing the agreement

Clicking Sign Agreement on the Review & Sign screen will direct you to the Certification - Authority to Sign screen (Figures 56 and 57). An agreement is valid when signed by the official representative(s) in accordance with your organization's by-laws or other constituting documents.

Figure 56 – Certification – Authority to sign screen (one signatory required): description follows — Figure 56 – Certification – Authority to sign screen (one signatory required)

3.4.1.1 One signatory required

Check certification boxes
Click Next
Answer the Security Question (Figure 58)
Click I Accept
Once you successfully sign the agreement, a confirmation number is displayed (Figure 60)

Figure 57 – Certification – Authority to sign screen (Multiple signatories required): description follows — Figure 57 – Certification – Authority to sign screen (Multiple signatories required)

3.4.1.2 Multiple signatories required

Check certification boxes
A table is displayed with the representative(s) that have been delegated the right to sign an agreement. You have the option to notify them by email
Click Next
Answer the Security Question (Figure 58)
Click I Accept
Once you successfully signed the agreement, the Signature Confirmation screen will be displayed. (Figure 59) The last representative to sign the agreement will obtain the Confirmation screen (Figure 60) and an email with the confirmation number.

Figure 58 – Security question/Acceptance of agreement : description follows — Figure 58 – Security question/Acceptance of agreement

Figure 59 – Signature confirmation screen: description follows — Figure 59 – Signature confirmation screen

Figure 60 – Confirmation screen: description follows — Figure 60 – Confirmation screen

3.5 How to view the signed agreement

In order to view a copy of the signed agreement, follow the steps below:

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click View List of Applications and Projects under the Applications and Projects section
Identify your Project from the list
Click View Agreement (Figure 61)

Identify the Agreement you would like to view, and click View (Figure 62)

Figure 61 – Application and projects – View agreement: description follows — Figure 61 – Application and projects – View agreement

Figure 62– Agreements screen: description follows — Figure 62– Agreements screen

4. Submitting a direct deposit request

You are able to submit a direct deposit request at any time during the project’s lifecycle. If you haven’t signed your agreement, you must submit a direct deposit request on the Review & Sign screen.

4.1 Do you have the rights to create and submit a direct deposit request?

If you are the Primary Officer of the organization, you automatically have the rights to create and submit a direct deposit request. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click Gs&Cs Online Services
Click My GCOS Account in the top menu
Click Representatives
Identify your name
Click View
Ensure the "Create" and "Submit" checkboxes for direct deposit are selected

If the "Create" and/or "Submit" checkboxes for direct deposit are not selected, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

4.2 How to access the direct deposit request

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click on Gs&Cs Online Services
Click View List of Applications and Projects
Identify your project
Click Manage
Click Select Direct Deposit (Figure 63)

Figure 63 – Summary of project - Direct deposit: description follows — Figure 63 – Summary of project - Direct deposit

4.3 Select direct deposit account

To select the direct deposit account you wish to associate to your project use the Select Direct Deposit Account Screen (Figure 64). The drop-down menu is blank if no account was added to your organization CGOS Account.

Figure 64 – Select direct deposit account: description follows — Figure 64 – Select direct deposit account

To add a direct deposit account that will be associated to your organization's profile, follow these steps:

Click My GCOS Account in the top menu
Click Organization Identification
Click Add Direct Deposit (Figure 65)
Click Yes, I Agree.
Please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account.
Complete all mandatory fields. (Figure 66). A void cheque or a direct deposit document from your financial institution is required in the Supporting document field
Once saved, the account will be available in the Select Account drop-down menu on the Select Direct Deposit Account screen (Figure 64).

To add a direct deposit account for this project only, follow these steps:

Click Add New Direct Deposit (Figure 64)
Click Yes, I Agree.
Please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account.
Complete all mandatory fields (Figure 66). A void cheque or a direct deposit document from your financial institution is required in the Supporting document field

Once saved, the account will be available in the Select Account drop-down menu on the Select Direct Deposit Account screen (Figure 64).

Figure 65 – Organization identification - Add direct deposit: description follows — Figure 65 – Organization identification - Add direct deposit

Figure 66 –Add direct deposit account: description follows — Figure 66 –Add direct deposit account

Select the Direct Deposit Account from the drop down menu (Figure 64)
Click Save
Click Review & Submit
Click Next (Figure 67)
Complete the certification screen and Click Submit (Figure 68). In order for a direct deposit request to be eligible, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents.
Once you successfully submitted your Direct Deposit, a confirmation number is displayed (Figure 69).

Figure 67 – Review and submit direct deposit request: description follows — Figure 67 – Review and submit direct deposit request

Figure 68 – Certification screen - Direct deposit request: description follows — Figure 68 – Certification screen - Direct deposit request

Figure 69 – Confirmation screen - Direct deposit request: description follows — Figure 69 – Confirmation screen - Direct deposit request

5. Project management

Project Management: Manages claims, FPEs, activity reports, supporting documents and participant information. You are able to create, modify, submit and view project management items once the Department has approved your Application for Funding and the funding agreement is signed.

5.1 How to access the Project Management module

Enter your username and password to access GCOS
Click Continue
Click your organization's name
Click on Gs&Cs Online Services
Under the section Applications and Projects you can either click Active or you can click View List of Applications and Projects (Figure 70)
Identify your project and Click Manage (Figure 71)

Figure 70 – Applications and projects: description follows — Figure 70 – Applications and projects

Figure 71 – Applications and projects screen: description follows — Figure 71 – Applications and projects screen

5.2 Manage Project Summary

The Manage Project Summary screen (Figure 72) is where you access and complete all the project management items.

The Help section provides you a quick access to: Program Guidelines, User Guides and Contact Us functionality.

Figure 72 – Manage project summary screen: description follows — Figure 72 – Manage project summary screen

5.3 Claims

Report expenses under the Claims screen (Figure 74). Submit claims either quarterly or monthly as identified in the project information section of the Manage Project Screen or in your signed agreement. The claim uses the same cost categories structure as your agreement.

Figure 73 – Manage project summary - Claims: description follows — Figure 73 – Manage project summary - Claims

To add a claim, follow the steps below:

Click Add Claim (Figure 73)
Complete all required fields (Figure 74)
Click Save
Click Supporting Documents to add files that support the claim you are submitting
Click Review & Submit
Click Next (Figure 75)
Complete the Declaration screen and Click Submit (Figure 76)
Once you have successfully submitted your claim, a confirmation number is displayed (Figure 77)

Figure 74 – Expenditures screen: description follows — Figure 74 – Expenditures screen

Figure 75 – Claim – Review and submit screen: description follows — Figure 75 – Claim – Review and submit screen

Figure 76 – Claim – Declaration screen: description follows — Figure 76 – Claim – Declaration screen

Figure 77 – Claim – Confirmation screen: description follows — Figure 77 – Claim – Confirmation screen

The Return Button will bring you to the Claims Summary Screen (Figure 78)

Figure 78 – Claims summary screen: description follows — Figure 78 – Claims summary screen

Back to Manage will bring you to the Manage Project Summary Screen

5.3.1 How to view a submitted claim

The View function on the Claims Summary Screen (Figure 79) will direct you to the Expenditures screen. You will be able to view the submitted claim in read-only format.

Figure 79 – View claim: description follows — Figure 79 – View claim

5.3.2 How to withdraw a claim

You can withdraw a submitted claim up until the Department begins processing the claim. To withdraw a claim after that point, you will need to contact your assigned program delivery staff.

Click Withdraw (Figure 80) which will direct you to the Withdraw Claim screen (see Figure 81)
Click Withdraw to confirm that the claim will be withdrawn

Figure 80 – Claims summary screen - Withdraw a claim: description follows — Figure 80 – Claims summary screen - Withdraw a claim

Figure 81 – Withdraw claim confirmation screen: description follows — Figure 81 – Withdraw claim confirmation screen

5.3.3 How to remove a claim

You can remove a claim that you haven't submitted to ESDC or that has a status of Withdrawn.

Click Remove (Figure 82) which will direct you to the Remove Claim screen (see Figure 83)
Click Remove to confirm that the claim will no longer be displayed in your account

Figure 82 – Claims summary screen – Remove a claim: description follows — Figure 82 – Claims summary screen – Remove a claim

Figure 83 –Remove claim: description follows — Figure 83 –Remove claim

5.4 Forecast of Project Expenditures (FPE)

The FPE tracks anticipated agreement expenses requirement for future periods and is mandatory on all new projects using an advance payment frequency. You complete the FPE to:

Estimate expenditures you expect to incur for your project; and
Revise future estimates (if required).

Note: If you are on progress payments the FPE screen will not be available.

Figure 84 – Manage project summary - Forecast of Project Expenditures: description follows — Figure 84 – Manage project summary - Forecast of Project Expenditures

To add an FPE, follow the steps below:

Click Add Forecast of Project Expenditures (Figure 84)
Complete all required fields (Figure 85)
Click Save
Click Supporting Documents to add files that support the claim you are submitting
Click Review & Submit
Click Next (Figure 86)
Complete the Declaration screen and Click Submit (Figure 87)
Once you have successfully submitted your claim, a confirmation number is displayed (Figure 88)

Figure 85 – Forecast of project expenditures screen: description follows — Figure 85 – Forecast of project expenditures screen

Figure 86 – Forecast of project expenditures – Review and submit screen: description follows — Figure 86 – Forecast of project expenditures – Review and submit screen

Figure 87 – Forecast of project expenditures – Declaration screen: description follows — Figure 87 – Forecast of project expenditures – Declaration screen

Figure 88 – Forecast of project expenditures – Confirmation screen: description follows — Figure 88 – Forecast of project expenditures – Confirmation screen

The Return Button will bring you to the Forecast of Project Expenditures Summary Screen (Figure 89)

Figure 89 – Forecast of project expenditures summary screen: description follows — Figure 89 – Forecast of project expenditures summary screen

Back to Manage will bring you to the Manage Project Summary Screen

5.4.1 How to view a submitted Forecast of Project Expenditure (FPE)

The View function on the Forecast of Project Expenditure Summary Screen (Figure 90) will direct you to view the submitted FPE in read-only format.

Figure 90 – View forecast of project expenditures: description follows — Figure 90 – View forecast of project expenditures

5.4.2 How to withdraw a Forecast of Project Expenditure (FPE)

You can withdraw a submitted FPE up until it is reviewed by the Department. To withdraw an FPE after that point, you will need to contact your assigned program delivery staff.

Click Withdraw (Figure 91) which will direct you to the Withdraw Forecast of Project Expenditure screen (see Figure 92)
Click Withdraw to confirm that the FPE will be withdrawn

Figure 91 – Forecast of project expenditure summary screen - Withdraw an FPE: description follows — Figure 91 – Forecast of project expenditure summary screen - Withdraw an FPE

Figure 92 – Withdraw Forecast of Project Expenditures confirmation screen: description follows — Figure 92 – Withdraw Forecast of Project Expenditures confirmation screen

5.4.3 How to remove a Forecast of Project Expenditure

You can remove a Forecast of Project Expenditure you haven't submitted to ESDC or that has a status of Withdrawn.

Click Remove (Figure 93) which will direct you to the Remove Forecast of Project Expenditure screen (see Figure 94)
Click Remove to confirm that the FPE will no longer be displayed in your account

Figure 93 – Forecast of Project Expenditures summary screen – Remove a FPE: description follows — Figure 93 – Forecast of Project Expenditures summary screen – Remove a FPE

Figure 94 –Remove Forecast of Project Expenditures: description follows — Figure 94 –Remove Forecast of Project Expenditures

5.5 Activity Reports

The activity report summarizes the overall project progress against:

The project's objectives
The activities conducted to achieve the outcomes
The possible issues which could affect the success of the project

Overall, the activity report:

streamlines project reporting
improves accountability
provides an overview of the project's overall performance
Helps determine what your organization plans to achieve and what you've achieved in your project.

It is mandatory that you complete the activity report for all contribution projects (excluding Canada Summer Jobs).

5.5.1 How to add an activity report

Figure 95 – Manage project summary - Activity report: description follows — Figure 95 – Manage project summary - Activity report

Click Add Activity Report (Figure 95) on the Manage Project Summary Screen
You will see Edit buttons for the following Screens (Figure 96):
- Report on Progress
- Amendment
- Success Stories / Lessons Learned
- Additional Information
- Other Information
- Review & Submit
Complete each section, ensuring all required fields are completed and that you click save on every screen
Click Review & Submit
Click Next (Figure 97)
Complete the Declaration and Click Submit (Figure 98)
Once your Claim has been successfully submitted, a confirmation number will be displayed (Figure 99)

Figure 96 – Manage project summary - Activity report screen: description follows — Figure 96 – Manage project summary - Activity report screen

Figure 97 – Review and submit - Activity report: description follows — Figure 97 – Review and submit - Activity report

Figure 98 – Declaration screen - Activity report: description follows — Figure 98 – Declaration screen - Activity report

Figure 99 – Confirmation of submission - Activity report: description follows — Figure 99 – Confirmation of submission - Activity report

The Return Button will bring you to the Activity Report Summary Screen (Figure 100)

Figure 100 – Activity report summary screen: description follows — Figure 100 – Activity report summary screen

Back to Manage will bring you to the Manage Project Summary Screen

5.5.2 How to view activity report

The View function on the Activity Report Summary Screen (Figure 101) will direct you to view the submitted Activity Report in read-only format.

Figure 101 – View activity report: description follows — Figure 101 – View activity report

5.5.3 How to withdraw an activity report

You can withdraw a submitted Activity Report up until the Department begins processing the Activity report. To withdraw an FPE after that point, you will need to contact your assigned program delivery staff.

Click Withdraw (Figure 102) which will direct you to the Withdraw Activity Report screen (Figure 103)
Click Withdraw to confirm that the Activity Report will be withdrawn

Figure 102 – Activity report summary screen - Withdraw an activity report: description follows — Figure 102 – Activity report summary screen - Withdraw an activity report

Figure 103 – Withdraw activity report confirmation screen: description follows — Figure 103 – Withdraw activity report confirmation screen

5.5.4 How to remove an activity report

You can remove an Activity Report you haven't submitted to ESDC or that has a status of Withdrawn.

Click Remove (Figure 104) which will direct you to the Remove Activity Report screen (Figure 105)
Click Remove to confirm that the Activity Report will no longer be displayed in your account

Figure 104 – Activity report summary screen – Remove activity report: description follows — Figure 104 – Activity report summary screen – Remove activity report

Figure 105 – Remove activity report: description follows — Figure 105 – Remove activity report

5.6 Supporting Documents

You can submit supporting documentation no matter the status of your application. The Supporting Documents screen allows you to view, add and manage files uploaded as supporting documentation for your Application for Funding or a project.

Follow the steps outlined in section 2.14 of this User Guide to Add a supporting document

5.7 Participant Information

When your project has a status: Active on the Applications and Projects screen, you are able to submit a Participant.

5.7.1 Do you have the rights to create, submit and view a participant?

If you are the Primary Officer of the organization, you automatically have the rights to create, submit and view a Participant. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click My GCOS Account on the top menu
Click Representatives
Once you retrieve your name
Click View
Ensure the "Create", "Submit" and/or "View" checkboxes for participants are selected.

If the Create, Submit and/or View checkboxes for participants are not selected, please contact the Primary Officer of your organization or an authorized representative as he will be able to delegate you the appropriate rights.

5.7.2 How to access the participant information

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click View List of Applications and Projects
Retrieve your project
Click Manage
Click Add Participant Information to Add a New Participant (Figure 106)
Once you've saved at least one Participant, Click on View Participant Information to access the list of your Participants (Figure 107)

Figure 106 – Manage project summary - Participant information: description follows — Figure 106 – Manage project summary - Participant information

5.7.3 Participant information screen

Use the Participant Information screen to add, remove, view and withdraw a Participant. Once you saved at least one Participant, all the Participants relating to this project are listed on this screen (Figure 111).

5.7.4 Adding a participant information

Important: Before completing this screen, you must print the Participant consent form by clicking on the hyperlink (Figure 107). Ask the participant to complete the form, sign it and return it to you. You must have the latest free downloadable software Adobe Acrobat Reader to view the form. You must keep the Participant Consent Form on file for audit purposes.

Once the participant has completed the form, use that information to complete the Participant Detail Screen (Figure 107).

Complete all required fields
Click Save
Click Review & Submit, which will allow you to review and, if necessary, edit the Participant information

Figure 107 – Participant details screen: description follows — Figure 107 – Participant details screen

Click Next (Figure 108)

Figure 108 – Participant - Review and submit screen: description follows — Figure 108 – Participant - Review and submit screen

You must check the boxes to certify your authority before clicking Submit (Figure 109)
Once you have successfully submitted your Participant, a confirmation number is displayed (Figure 110)
Clicking Return will bring you to the List of Participant Information Screen (Figure 111)

Figure 109 – Participant - Declaration screen: description follows — Figure 109 – Participant - Declaration screen

Figure 110 – Participant – Confirmation screen: description follows — Figure 110 – Participant – Confirmation screen

5.7.5 How to view participant information

The View function on the Participant Information screen (Figure 111) will direct you to view the submitted participant information in read-only format only.

Figure 111 – Participant information - View: description follows — Figure 111 – Participant information - View

5.7.6 How to withdraw and remove participant information

You can withdraw a participant that you've submitted to the Department. The Withdraw function can be used up until you have submitted an intervention.

Click Withdraw (Figure 112) which will direct you to the Withdraw Participant screen (Figure 113)
Click Withdraw to confirm that the Participant will be withdrawn

Figure 112 – Withdraw a participant: description follows — Figure 112 – Withdraw a participant

Figure 113 – Withdraw a participant – Confirmation screen: description follows — Figure 113 – Withdraw a participant – Confirmation screen

You can remove a Participant that you've submitted to ESDC, which has a status of Withdrawn or a status of Not Eligible.

Click Remove (Figure 114) which will direct you to the Remove Participant screen (Figure 115)
Click Remove to confirm that the Participant will no longer appear in the list of existing participants for your project

Figure 114 – Remove a participant: description follows — Figure 114 – Remove a participant

Figure 115 – Remove participant – Confirmation screen: description follows — Figure 115 – Remove participant – Confirmation screen

5.7.7 How to modify a participant

In order to modify participant information, you will need to follow the steps identified in section 5.7.2 to access the Participant Information section. The Modify Participant function is only available for participants with a status of Eligible. You must have the "Create" right for participants to be able to modify the record. You will be required to obtain the participant's consent before you can modify their information. You can only modify the information that does not impact the eligibility of the participant.

The editable fields are:

Given Name
Surname
E-mail address
Address
Telephone number

You must then Review and Submit all the information entered. You can use the Expand all button to review the information prior to submitting it to the Department. Only users that have the Submit right for Participants will be able to access this screen and complete the declaration and submit the modifications.

5.8 Intervention

Once you submit the participant information and their deemed eligible, the Manage Intervention function will be accessible.

5.8.1 Do you have the rights to create, submit and view a participant?

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click My GCOS Account on the top menu
Click Representatives
Once you retrieve your name
Click View
Ensure the "Create", "Submit" and/or "View" checkboxes for participants are selected.

5.8.2 How to access the intervention

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click View List of Applications and Projects
Retrieve your project
Click Manage
Click on View Participant Information to access the list of your Participants (Figure 116)
Click on Manage Intervention (Figure 117)

Figure 116 – Manage project summary - Participant information: description follows — Figure 116 – Manage project summary - Participant information

Figure 117 – Manage intervention: description follows — Figure 117 – Manage intervention

5.8.3 How to add an intervention for a participant

Click on Add Intervention (Figure 118)
Complete the Required Fields (Figure 119)
Click Save
Click Review & Submit

Figure 118 – Intervention information summary screen: description follows — Figure 118 – Intervention information summary screen

Figure 119 – Intervention information screen: description follows — Figure 119 – Intervention information screen

Click Next (Figure 120)
You must check the boxes to certify your authority before clicking Submit (Figure 121)
Once you have successfully submitted the Intervention, a confirmation number is displayed (Figure 122)
Clicking Return will bring you to the Intervention Information Summary Screen

Figure 120 – Intervention – Review and submit screen: description follows — Figure 120 – Intervention – Review and submit screen

Figure 121 – Intervention – Declaration screen: description follows — Figure 121 – Intervention – Declaration screen

Figure 122 – Intervention – Confirmation screen: description follows — Figure 122 – Intervention – Confirmation screen

5.8.4 How to view an intervention for a participant

The View function on the Intervention Information screen (Figure 123) will direct you to screen to view the submitted intervention in read-only format.

Figure 123 – Intervention information summary screen: description follows — Figure 123 – Intervention information summary screen

5.8.5 How to withdraw and remove an intervention for a participant

You can withdraw an intervention that you've submitted to the Department. The Withdraw function can be used up until you've submitted a follow-up.

Click Withdraw (Figure 124) which will direct you to the Withdraw Intervention screen (Figure 125)
Click Withdraw to confirm that the Intervention will be withdrawn

Figure 124 – Withdraw an intervention: description follows — Figure 124 – Withdraw an intervention

Figure 125 – Withdraw an intervention – Confirmation screen: description follows — Figure 125 – Withdraw an intervention – Confirmation screen

You can remove an intervention that you haven't submitted to the Department or that has a status of Withdrawn

Click Remove (Figure 126) which will direct you to the Remove Intervention screen (Figure 127)
Click Remove to confirm that the Intervention will no longer appear in the list of existing Interventions for your participant

Figure 126 – Remove intervention: description follows — Figure 126 – Remove intervention

Remove intervention – Confirmation screen: description follows — Figure 127 – Remove intervention – Confirmation screen

5.9 Follow-Up

Only participants that have an Eligible status and an Approved intervention will have the Manage Follow-up function

5.9.1 Do you have the rights to create, submit and view a participant?

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click My GCOS Account on the top menu
Click Representatives
Once you retrieve your name
Click View
Ensure the "Create", "Submit" and/or "View" checkboxes for participants are selected.

5.9.2 How to access the intervention

Enter your username and password to access GCOS.
Click Continue
Click your organization's name
Click Gs & Cs Online Services
Click View List of Applications and Projects
Retrieve your project
Click Manage
Click on View Participant Information to access the list of your Participants (Figure 128)
Click on Manage Follow-up (Figure 129)

Figure 128 – Manage project summary - Participant information: description follows — Figure 128 – Manage project summary - Participant information

Figure 129– Manage follow-up: description follows — Figure 129– Manage follow-up

5.9.3 How to add a follow-up for a participant

Click on Add Follow-up (Figure 130), note that you are required to submit an Initial Follow-up prior to being able to submit a 12 weeks, 6 months or 12 months follow-up.
Complete the Required Fields (Figure 131)
If you answer "Yes" to the question "Did the participant complete the intervention?", you are required to complete the section "Participant Completed the Intervention(s) (Figure 132)
If you answer "No" to the question "Did the participant complete the intervention?", you are required to complete the section "Participant Did not Complete the Intervention(s) (Figure 133)
Click Save
Click Review & Submit

Figure 130 – Participant Follow-up summary screen: description follows — Figure 130 – Participant Follow-up summary screen

Figure 131 – Follow-up screen: description follows — Figure 131 – Follow-up screen

Figure 132 – Participant completed the intervention (s) – Review and submit screen: description follows — Figure 132 – Participant completed the intervention (s) – Review and submit screen

Figure 133 – Participant did not complete the Intervention(s) – Follow-up screen: description follows — Figure 133 – Participant did not complete the Intervention(s) – Follow-up screen

Click Next (Figure 134)
You must check the boxes to certify your authority before clicking Submit (Figure 135)
Once you have successfully submitted your Intervention, a confirmation number is displayed (Figure 136)
Clicking Return will bring you to the Intervention Information Summary Screen

Figure 134 – Follow-up – Review and submit screen: description follows — Figure 134 – Follow-up – Review and submit screen

Figure 135 – Follow-up – Declaration screen: description follows — Figure 135 – Follow-up – Declaration screen

Figure 136 – Follow-up – Confirmation screen: description follows — Figure 136 – Follow-up – Confirmation screen

5.9.4 How to view a follow-up for a participant

The View function on the Participant Follow-Up screen (see Figure 137) will direct you to view the submitted intervention in read-only format.

Figure 137 – Participant Follow-up summary screen: description follows — Figure 137 – Participant Follow-up summary screen

5.9.5 How to Edit a Follow-Up

The Edit function on the Participant Follow-Up screen (see Figure 138) will direct you to view the submitted intervention and allow you to edit some information.

Figure 138 – Participant Follow-up Summary Screen: description follows — Figure 138 – Participant Follow-up Summary Screen

Click on Edit (Figure 138)
Complete the Required Modifications
Click Save
Click Review & Submit
Click Next
You must check the boxes to certify your authority before clicking Submit
Once you have successfully submitted your Follow-up, a confirmation number is displayed

Clicking Return will bring you to the Follow-up Summary Screen

5.9.6 When to do a follow-up

In the case of a Skills link or Career Focus project where the participant has 3 interventions:

Individual Skills Enhancement (ISE) April 1, 20XX to April 15, 20XX
Group-Based Employability Skills (GBES) April 16, 20XX to April 30, 20XX
Work Experience (WE) May 1, 20XX to July 30, 20XX

When a participant completes all interventions, on August 1 we can anticipate 1 follow up that would say the participant completed the interventions (1 for all three interventions). Completion Date would be July 30.

In the case where that result is anything other than Employed/Self-employed or Return to school/Stay in school on August 1, a second follow up would be expected at the end of October. Completion Date would still be July 30 with the result of employment when contacted that second time.
This second follow up would be the last one no matter what the result would be.

When a participant completed the ISE and GBES interventions, but left their work experience on June 30, 20XX, we would expect 1 follow up after June 30, 20XX that would say that the participant did not complete the interventions (1 for all three interventions). Date of early termination would be June 30, 20XX.

In the case where that result is not employed on June 30, a second follow up would be expected at the end of September.
In the case where the result would be employed, no further follow up would be required

In the case of an Opportunities Fund (OF) project that is less than 1 year and also have interventions

Skills for Employment (SE) April 1, 20XX to April 15, 20XX
Enhanced Employment Assistance Services (EEAS) April 16, 20XX to April 30, 20XX
Wage Subsidies (WS) May 1, 20XX to July 30 – 20XX

In the case where that result is anything other than Employed/Self-employed or Return to school/Stay in school on August 1, a second follow up would be expected at the end of October. Completion Date would still be July 30 with the result of employment when contacted that second time.
In the case where the result would be Employed/Self-employed or Return to school/Stay in school, no further follow up would be required.

When a participant completed the SE and EEAS interventions, however ended their wage subsidy on June 30, 20XX, we would expect 1 follow up after June 30, 20XX that would say that the participant did not complete the interventions (1 for all three interventions). Date of early termination would be June 30, 20XX.

In the case where the June 30, 20XX result is unemployed, a second follow up would be expected at the end of September.
In the case where the result would be Employed/Self-employed or Return to school/Stay in school, no further follow up would be required

In the case of an OF project that is multiyear and also has the interventions

Skills for Employment (SE) April 1, 20XX to April 15, 20XX
Enhanced Employment Assistance Services (EEAS) April 16, 2015 to April 30, 2015
Wage Subsidy (WS) May 1, 20XX to July 30, 20XX

In the case where that result is anything other than Employed/Self-employed or Return to school/Stay in school on August 1, a second follow up would be expected at the end of October. Completion Date would still be July 30 with the result of employment when contacted that second time. If the result is employed at the 12 weeks follow up, a 6 month follow up would be expected on January 31, 20XX and a 12 months follow up would be done on July 31, 20XX. No matter what the result is, these two follow ups are expected when they fall prior to the project end date.
In the case where the result would be Employed/Self-employed or Return to school/Stay in school on August 1, a follow up would be done on January 31, 20XX (6 months follow-up) and a second follow up would be done on July 31, 20XX (12 months follow up). No matter what the result is, these two follow ups are expected when they fall prior to the project end date.
Note: 6 and 12 months follow up must be completed prior to the end date of a project.

5.10 Generate Participant Report

5.10.1 Do you Have the Rights to Create, Submit and View a Participant?

Enter your username and password to access GCOS.
Click Continue
Click your organization’s name
Click Gs & Cs Online Services
Click My GCOS Account on the top menu
Click Representatives
Retrieve your name
Click View
Ensure the “Create”, “Submit” and/or “View” checkboxes for participants are selected.

If the View checkbox for participants is not selected, please contact the Primary Officer of your organization or an authorized representative as he will be able to delegate you the appropriate rights.

5.10.2 How to Access the Generate Particpant Report

Enter your username and password to access GCOS.
Click Continue
Click your organization’s name
Click Gs & Cs Online Services
Click View List of Applications and Projects
Retrieve your project
Click Manage
Click Generate Report (Figure 139)

Figure 139 – Generate Report: description follows — Figure 139 – Generate Report

Click Expand all to select under each section the criteria’s you would like for your report
Click Generate Report (Figure 140)
A new window will open, where you will have the opportunity to export the report to an excel document by clicking on ‘Export to Excel’ and then once exported to excel, you can save it or print it.
Back to Manage will bring you to the Manage Project Summary Screen

Figure 140 – Electronic Participant Information Report: description follows — Figure 140 – Electronic Participant Information Report

Page details

Date modified:: 2024-03-05

Grants and contributions online services: User guide (Applications and project management)

On this page

Alternate format

Important things to remember

1. Getting started

1.1 View list of applications and projects

1.1.1 Status

1.2 Add an application for funding

1.3 Convert to online

1.3.1 To Access the Convert to GCOS Function

1.4 Apply on a call for proposal

1.5 Copy & edit an existing application

2. Submitting an application for funding

2.1 Do You Have the Rights to Create and Submit an Application?

2.2 Creating a new application

2.2.1 Summary of application

2.3 Project identification

2.4 Mailing address

2.5 Organization contacts

2.6 Organizational capacity

2.7 Amounts due

2.8 Project description

2.9 Project details

2.10 Project locations

2.11 Budget

2.12 Anticipated sources of contribution

2.13 Budget details

2.14 Supporting documents

2.15 Forecast of project expenditures

2.16 Review and submit

2.16.1 One Signatory Required

2.16.2 Multiple Signatories Required

3. Signing an agreement

3.1 Do you have the rights to sign an agreement?

3.2 Access the agreement

3.3 Agreement

3.4 Review and sign

3.4.1 Signing the agreement

3.4.1.1 One signatory required

3.4.1.2 Multiple signatories required

3.5 How to view the signed agreement

4. Submitting a direct deposit request

4.1 Do you have the rights to create and submit a direct deposit request?

4.2 How to access the direct deposit request

4.3 Select direct deposit account

5. Project management

5.1 How to access the Project Management module

5.2 Manage Project Summary

5.3 Claims

5.3.1 How to view a submitted claim

5.3.2 How to withdraw a claim

5.3.3 How to remove a claim

5.4 Forecast of Project Expenditures (FPE)

5.4.1 How to view a submitted Forecast of Project Expenditure (FPE)

5.4.2 How to withdraw a Forecast of Project Expenditure (FPE)

5.4.3 How to remove a Forecast of Project Expenditure

5.5 Activity Reports

5.5.1 How to add an activity report

5.5.2 How to view activity report

5.5.3 How to withdraw an activity report

5.5.4 How to remove an activity report

5.6 Supporting Documents

5.7 Participant Information

5.7.1 Do you have the rights to create, submit and view a participant?

5.7.2 How to access the participant information

5.7.3 Participant information screen

5.7.4 Adding a participant information

5.7.5 How to view participant information

5.7.6 How to withdraw and remove participant information

5.7.7 How to modify a participant

5.8 Intervention

5.8.1 Do you have the rights to create, submit and view a participant?

5.8.2 How to access the intervention

5.8.3 How to add an intervention for a participant

5.8.4 How to view an intervention for a participant

5.8.5 How to withdraw and remove an intervention for a participant

5.9 Follow-Up

5.9.1 Do you have the rights to create, submit and view a participant?

5.9.2 How to access the intervention

5.9.3 How to add a follow-up for a participant