- The school must contact the cultural resource as soon as a reply to the application for financial assistance has been received, and must sign the agreement only when the project has been approved. If the project is rejected, the school administration or a person designated by it must inform the artist, writer or cultural organization as soon as possible so that they can unblock the projected workshop dates. Projects must be carried out in accordance with the terms and conditions of the Cultural Workshops at School component. Before embarking on a project, the parties must agree on such matters as:
- project dates
- number of workshops
- number of days
- related fees and expenses
- terms and conditions of payment
- obligations and responsibilities of the school board and the cultural partner
- materials required and the terms and conditions of purchase, which take into account what the cultural partner needs to carry out the project
- copyright, if applicable
- clauses covering the cancellation or termination of a contract
- If the workshop is to be held by videoconference, the parties must come to an agreement on the following points before carrying out the project:
- the necessary materials: computer, camera, microphone, speakers, whiteboard, etc. Certain tools can be used to optimize the meeting (e.g. 180-degree camera or swivel camera, microconference, headset or headphones)
- an optimum Internet connection: a high-speed wired connection with broad bandwidth is recommended
- the digital platform to be used
- The professional fees must be paid to artists and writers on the day the workshop is given or, failing this, within 30 days of the date of the workshop. Unless the cultural resource provides instructions to the contrary, the school board is not to make any deductions at source from this payment.
- The school must check whether the school board requires a single invoice for all allowable expenses before making the payment at the end of the project.
- The school must determine whether the school board has other administrative requirements to facilitate payment.
- The school or school board may request a Declaration Concerning a Judicial Record before allowing an artist or writer to carry out a project in a school. The artist or writer is responsible for the costs related to this verification and the procedures are specific to each school board or private educational institution.
- Artists, writers or cultural organizations that have been the subject of a complaint for a justifiable reason after a workshop is held in a school may be required to provide explanations or review the planned workshop in order to remain listed on the Répertoire culture-education. If the issue re-occurs, the artist, writer or cultural organization may be removed from the list.
Reporting on the use of financial assistance
School boards that receive financial assistance under this program are required to complete, no later than June 30 of the current school year, the accountability report questionnaire available on CollecteInfo website .
Private educational institutions
Private schools are not required to submit a report on the use made of the funds they received. However, as the Direction de l'enseignement privé may audit applications for which financial assistance was granted, schools must keep any supporting documents related to such an applications on file for three years.