Guidelines for 2013-2014

Application Deadlines

Access to Heritage; Aboriginal Heritage; and Collections Management
November 1, 2012

Canada-France Agreement
April 30, 2013

Exhibition Circulation Fund
Applications accepted year-round (April 1 – March 31)

General Information
About the Museums Assistance Program
Reaching out to Official Language Minority Communities and Promoting English and French
Museums Assistance Program Components
- Access to Heritage

Exhibition Circulation Fund

Objective
Eligible Applicants
Eligible Expenses
Ineligible Projects and Expenses
Maximum Funding

Aboriginal Heritage

Objective
Eligible Applicants
Eligible Projects
Eligible Expenses
Ineligible Projects and Expenses
Maximum Funding

Collections Management

Objective
Eligible Applicants
Eligible Projects
Eligible Expenses
Ineligible Projects and Expenses
Maximum Funding

Canada-France Agreement

Objective
Eligible Applicants
Eligible Exchange Missions
Eligible Expenses
Ineligible Projects and Expenses
Maximum Funding

Completing the Application
Application Assessment Process
Funding Conditions
Glossary

General Information

This document is intended to assist in preparing an application for funding under the Museums Assistance Program (MAP). Applicants are advised to read the guide in its entirety as incomplete applications may not be assessed.

It is highly recommended to consult a program officer in advance of preparing an application. The coordinates of the program’s regional officers can be found online in the Regional Staff Directory.

The guidelines can be accessed from the MAP home page. Note that to apply for funding, three forms must be submitted: the Application Form, the Project Budget Form and the Application Checklist. To obtain the forms, please contact the MAP Team.
Signed hard copies of the completed application forms must be sent in and postmarked no later than November 1, 2012 for the following three components: Access to Heritage, Aboriginal Heritage and Collections Management. A precise date is to be determined for applications related to the Canada-France Agreement. Applications for the Exhibition Circulation Fund are accepted year-round.
Financial support by the Department of Canadian Heritage (Department) for projects varies between 50% and 70% of eligible expenses (additional details can be found in the component information in this document).
Under exceptional circumstances, the program may consider a higher level of support towards eligible project costs. Exceptional circumstances are determined by the Department and may include projects benefiting rural areas, remote areas, Aboriginal Peoples, youth, official language minority communities and culturally diverse communities as well as emergencies resulting from an external event (e.g. fire, flood, earthquake, etc.) where the need is clearly demonstrated and justified.
Applicants may submit more than one request for funding. If more than one application is presented or if previously approved projects have not yet been completed, the applicants must demonstrate their capacity to carry out multiple projects and are requested to indicate the order of funding priority (e.g. priority #1 of 3, #2 of 3, #3 of 3). This measure will aid in the application assessment process.
Recommendations for funding are based on merit, program priorities and funding availability. Project assessments may also take into account whether the project contributes to the achievement of broader government objectives (for example, the celebration of the bicentennial of the War of 1812 or Canada's 150th anniversary in 2017). The Department officially announces the results by letter.
Applications for funding are subject to the Department’s Public Acknowledgement of Canadian Heritage Financial Assistance Guidelines as well as the Access to Information Act, the Privacy Act and the Official Languages Act. Please refer to Section III of this guide for more details regarding what is required of applicants under the Official Languages Act.

About the Museums Assistance Program

Objectives

The Museums Assistance Program (MAP) supports heritage institutions and workers in the preservation and presentation of heritage collections. MAP provides financial assistance to Canadian museums and related institutions for activities that:

facilitate Canadians’ access to our heritage;
foster the preservation of Canada’s cultural heritage, including the preservation of representative collections of Aboriginal cultural heritage; and
foster professional knowledge, skills and practices related to key museum functions.

The program aims to preserve and present Canada’s diverse and rich heritage. Successful MAP applications could include activities that achieve the following:

Development and circulation of Canadian travelling exhibitions and associated interpretive material;
Preservation and presentation of Aboriginal cultural heritage;
Implementation of key collections management systems;
Sharing best practices related to key museum functions to the benefit of multiple institutions.

Emergency assistance may also be available to help institutions undertake remedial action to mitigate damage to collections caused by an external event, e.g. fire, flood, earthquake, etc. Institutions facing such a crisis should contact their regional MAP office for further information. This assistance is available year-round and may be offered to any incorporated non-profit Canadian museum, irrespective of other MAP eligibility criteria (providing services to the public year-round, employing the equivalent of one full-time paid professional staff, etc.)

MAP Components

MAP supports five broad categories of projects:

Access to Heritage: for the development and circulation of travelling exhibitions;
Exhibition Circulation Fund: for the hosting of out of province travelling exhibitions or in province exhibitions that received funding from MAP (through Access to Heritage or Aboriginal Heritage);
Aboriginal Heritage: for projects related to the preservation, management and presentation of Aboriginal cultural heritage;
Collections Management: for projects to improve knowledge, skills and practices related to key museum functions;
Canada-France Agreement: for joint missions between French and Canadian heritage organizations to create ties and enhance competencies of museum professionals, including partnerships for exhibition development and sharing of specialized expertise in the area of museology. Particular emphasis is placed on applications where the objectives also further the development of official language minority communities.

To view recently-funded MAP projects, please visit MAP Funding History.

Ineligible Projects and Expenses under MAP

Ineligible projects and expenses for all components of MAP include the following:

Ongoing operations (for example: salaries, wages, travel, supplies, material, minor capital assets, fundraising, marketing, governance, and other costs related to ongoing operations);
Day-to-day collections management activities such as acquisition, conservation, accessioning/deaccessioning, cataloguing, inventory, photography and digitization of collections;
Design, production, presentation, promotion or circulation of contemporary visual art exhibitions (with the exception of exhibitions that are retrospective or that present an historical perspective);
Hospitality (except in the case of small gifts to Elders under the Aboriginal Heritage component);
Feasibility studies to create or expand an institution;
Exhibitions that do not travel, except for Aboriginal applicants in the Aboriginal Heritage component;
Capital projects;
Development of project proposals or applications under MAP or other federal programs;
Goods and Services Tax (GST); and
Website development projects linked to in-house operations, or that are not linked to a travelling exhibition or to an Aboriginal Heritage component project.

Other Relevant Programs

Applicants may consider the following list of departmental and federal programs for activities which are not funded through MAP:

Reaching Out to Official Language Minority Communities and Promoting English and French

English and French are the two official languages of Canada. The Government of Canada is committed to enhancing the vitality of the English and French linguistic minority communities in Canada, supporting and assisting their development and fostering the full recognition and use of both English and French in Canadian society.

In order to develop a solid outreach strategy towards the English and French linguistic minority communities in Canada, applicants should take into consideration the scale of proposed activities (national or provincial/territorial), as well as the thematic area(s) and the type of activities. Examples of measures which engage Canadians from official-language minority communities include:

Developing in both official languages the products that are to be presented to the public;
Offering workshops in the minority language as part of a larger training project related to key museum functions;
Addressing the specificities of official language minority communities in the project’s communication strategy. Information related to the project could be made available in both official languages in an effort to attract and engage members from official language minority communities.

MAP will consider the following when determining if an applicant will be asked to establish an outreach strategy towards the English and French linguistic minority communities, as well as when determining the nature and the scope of this possible strategy:

Target population of the project;
Opportunity for the official-language minority community to participate in the project;
Project scope;
Symbolic importance of the project;
Nature of the applicant.

The requirement level will vary according to the applicant and the project. The organization’s funding agreement will include the condition that the appropriate linguistic measures must be implemented. The expenses incurred towards that goal will be considered eligible. Please contact a MAP regional officer should you have any questions.

Museums Assistance Program Components

Access to Heritage

Objective

This component fosters greater access to heritage across different geographic regions of Canada. Eligible projects are related to travelling exhibitions in order to assist heritage organizations to reach new audiences and to reflect Canada’s diverse cultural and natural heritage.

Eligible Applicants

Incorporated non-profit Canadian museums which:
- Provide services to the public year-round;
- Employ the equivalent of one full-time paid professional staff;
- Have policies for key museum functions; and
- Have a current three to five-year strategic/business plan.
Incorporated non-profit service organizations whose membership relates to the museum sector.

Applicants that are governed by other levels of government or by academic or cultural institutions are eligible but must have distinct objectives, programs and budgets related to heritage. Federal departments, Crown corporations and agencies are not eligible for MAP funding.

Eligible Projects

Eligible activities under this component are related to travelling exhibitions that must be shown in at least one venue in Canada outside the province/territory of origin.

Eligible activities include the following:

Design, production, promotion and circulation of travelling exhibitions where the conceptual stage has been completed.
Research, design and production of interpretive material associated with the travelling exhibition (e.g. multimedia interactive displays, CD/DVD, educational programs, mobile applications, documentation for the public).
Design, production, promotion and circulation of travelling art exhibitions that are retrospective or present an historical perspective. In order for an exhibition of contemporary art to be considered a retrospective, a minimum of 75% of the artifacts or the visual art works should be drawn from public/private collections (other than the artist’s collection). Additionally, a minimum of 90% of the artifacts or the visual art works must have been created at least 10 years prior to the date of application.

Please note the following:

Applications for funding under Access to Heritage must include letters of intent from at least one out of province/territory hosting venue. Once funding is approved, payment requests for the circulation of exhibitions will need to include copies of the signed loan agreement(s).
If the proposed exhibition will exceed 186 m² (2,000 ft²), the application should specify how the potential for further circulation has been taken into account (e.g. through a modular design that would enable a smaller version of the exhibition to be presented in smaller venues).
Travelling exhibitions being shown at a federal heritage institution are considered to have been presented in another province or territory regardless of the mailing address of the federal institution.
Products being presented to the public must be developed in both official languages. Applicants are also encouraged to develop exhibitions in other languages relevant to the project.
All phases of a travelling exhibition project (design, production, promotion, circulation, etc.) must be included in the same funding application. The Program encourages applicants to accomplish all phases within two calendar years. Three-year projects will be accepted as long as the exhibition circulates in the third year. A separate application may also be submitted later by the originating institution for further circulation, or host institutions may apply under the Exhibition Circulation Fund.
An application may also be presented with the sole purpose of circulating an existing exhibition.
Projects with phases that have already received Access to Heritage funding (before the 2011‑2012 requirement to include all phases of the project in a single application, other than further circulation, was effective) must include in the application a final activity report on the completed portions of the project.
Institutions receiving funding through this component will be asked to post on their website the availability and touring history of the exhibition as well as basic information for potential borrowers, including dimensions, special requirements and available interpretive products.

Eligible Expenses

Eligible expenses under the Access to Heritage component include the following:

Pro-rated salaries and wages directly related to the project;
Travel for the personnel working on the project as per Treasury Board standards;
Consultants and/or Aboriginal Elders, including fees and travel, as per Treasury Board standards;
Equipment rental, incremental administration costs, shipping fees, promotion and communication expenses, provided they are linked to the project;
Evaluation of project results;
Translation of material aimed at the public in both official languages or in another language meant to reach specific groups;
Creation of education materials, media kits and marketing materials in conjunction with the travelling exhibition;
Additional insurance costs associated with the travelling of the exhibition;
Copyright and reproduction permits;
Materials, supplies, and minor capital asset costs in relation to the project. In the case of minor capital assets associated with the production of travelling exhibitions, a maximum of $10,000 per item is eligible and no more than 25% of the project funding provided by MAP can be used for the acquisition of minor capital assets; and
Project audit fees. At the end of the project, an organization receiving a contribution of $200,000 or more will have to submit an audited financial report for the project. The Department reserves the right to request an audited financial report for contributions between $50,000 and $199,999.99. In such a case, the Department will ask the organization to change the project budget to include audit fees.

Ineligible Projects and Expenses

In addition to ineligible projects and expenses under MAP, the Access to Heritage component includes the following:

Permanent and temporary exhibitions that do not travel.

Maximum Funding

Project funding under Access to Heritage will not normally exceed 70% of eligible expenses. Recipients may receive financial assistance up to a maximum contribution of $200,000 per project per federal fiscal year (April 1 to March 31).

Under exceptional circumstances, the program may consider a higher level of support towards eligible project costs. Exceptional circumstances are determined by the Department and may include projects benefiting rural areas, remote areas, Aboriginal Peoples, youth, official language minority communities and culturally diverse communities where the need is clearly demonstrated and justified.

Exhibition Circulation Fund

Financial assistance through the Exhibition Circulation Fund (ECF) may be applied for year-round and will be recommended on an ongoing basis, based on funding availability.

Objective

This component assists museums with the costs related to borrowing a travelling exhibition originating from a museum in another province/territory or from federal heritage institutions. It is not necessary for the exhibition to have received funding under MAP for previous stages.

Additionally, funding from the ECF to host an exhibition originating from a museum in the applicant’s province or territory may be requested if the three following conditions are met:

The development of the exhibition received funding from MAP through the Access to Heritage or Aboriginal Heritage component; and
The exhibition has already been presented outside of the province of origin (this condition applies only if previous funding was awarded through the Access to Heritage component); and
Circulation to the applicant’s venue has not already been funded by MAP as part of an exhibition development project.

Applicants are advised to discuss their applications to the ECF with a program officer in the nearest regional office before submitting a request.

Eligible Applicants

Incorporated non-profit Canadian museums which:
- Provide services to the public year-round;
- Employ the equivalent of one full-time paid professional staff; and
- Have policies for key museum functions.
Incorporated non-profit service organizations whose membership relates to the museum sector.

Eligible Expenses

Costs related to the borrowing of a travelling exhibition (please refer to ECF Budget Form):

Rental fees;
Packing and transportation (consolidation and dispersal included);
Installation;
Special security costs;
Additional insurance; and
Marketing.

The types of expenses that are eligible under the Access to Heritage component are also eligible under the ECF when they are linked to hosting the exhibition.

Ineligible Projects and Expenses

Please refer to ineligible projects and expenses under MAP.

In addition, for all ECF applications, a cost (or category of costs) will not be eligible if the institution originating the exhibition has already received funding from the Access to Heritage component (through a circulation project) for the same expense (or category of expenses) for the presentation of the exhibition in the institution applying to the ECF. For example, if transportation costs related to the presentation of the exhibition in the host institution requesting ECF funding were included in a contribution agreement when the originating institution received funding from Access to Heritage for circulation, all expenses related to transportation in the current ECF application will be considered ineligible (including the percentage of the cost not covered by PCH).

Maximum Funding

Project funding under ECF will not normally exceed 70% of eligible expenses, up to a maximum of $15,000 per project. There is no yearly limit to the number of projects for which an organization may apply.

Aboriginal Heritage

Objective

This component supports the preservation, presentation, and management of Aboriginal cultural heritage. It also seeks to increase public awareness and understanding of the rich and diverse cultures of Aboriginal Peoples.

The program also supports participation of the staff of applicant organizations in professional development and training opportunities including internships to enhance knowledge and skills in these areas.

Funding priority is given to projects submitted by Aboriginal organizations, and conducted for the benefit of Aboriginal communities. Applications submitted by other heritage organizations will be considered provided that a close collaboration or partnership with an Aboriginal heritage group is demonstrated.

Eligible Applicants

Aboriginal governing bodies and other Aboriginal organizations with a mandate to preserve and support Aboriginal heritage.
Incorporated non-profit Canadian museums which:
- Provide services to the public year-round;
- Employ the equivalent of one full-time paid professional staff;
- Have policies for key museum functions; and
- Have a current three to five-year strategic/business plan.
Incorporated non-profit service organizations whose membership relates to the museum sector.

Eligible Projects

The following are examples of eligible projects under the Aboriginal Heritage component:

Research, documentation and interpretation of Aboriginal cultural heritage, including educational programming, roundtables, workshops and oral history initiatives;
Design, production, promotion and presentation of exhibitions and associated interpretive material. Exhibitions that are developed by Aboriginal governing bodies or Aboriginal organizations are not required to travel.

Exhibitions that are developed by non-Aboriginal organizations must travel in accordance with requirements set out under the MAP Access to Heritage component, except for the requirement related to out-of-province circulation, which does not apply. Therefore, the venue(s) may be located either outside or inside the province/territory of origin;

Internships and exchanges between Aboriginal and museum institutions for professional career development initiatives, for example participation in the Aboriginal Training Program in Museum Practices, offered by the Canadian Museum of Civilization’s internship program, and other similar learning activities;
Development of policies and procedures aimed at improving the management of core heritage functions, including the training required to take charge of these responsibilities.

Applicants are encouraged to use Aboriginal languages relevant to the project as well as both official languages in their interpretive material.

Eligible Expenses

Eligible expenses under the Aboriginal Heritage component include the following:

Pro-rated salaries and wages directly related to the project;
Travel for the personnel working on the project, as per Treasury Board standards;
Consultants and/or Aboriginal Elders, including fees and travel, as per Treasury Board standards;
Equipment rental, incremental administration costs, shipping fees, promotion and communication expenses, provided they are linked to the project;
Evaluation of project results;
Translation of material aimed at the public in both official languages and in Aboriginal languages;
Small hospitality and gifts associated with traditional ceremonies related to the project;
Materials, supplies, and minor capital asset costs in relation to the project. In the case of minor capital assets, a maximum of $10,000 per item is eligible and no more than 25% of the project funding provided by MAP can be used for the acquisition of minor capital asset costs; and
Project audit fees. At the end of the project, an organization receiving a contribution of $200,000 or more will have to submit an audited financial report for the project. The Department reserves the right to request an audited financial report for contributions between $50,000 and $199,999.99. In such a case, the Department will ask the organization to change the project budget to include audit fees.

Ineligible Projects and Expenses

In addition to ineligible projects and expenses under MAP, the Aboriginal Heritage component includes the following:

Exhibitions that are developed by non-Aboriginal organizations that do not travel;
Hospitality (except in the case of small gifts to Elders).

Maximum Funding

Project funding under Aboriginal Heritage will not normally exceed 70% of eligible expenses. Recipients may receive financial assistance up to a maximum contribution of $100,000 per project per federal fiscal year (April 1 to March 31). The maximum duration of a project is two calendar years.

Collections Management

Objective

The aim of this component is to improve professional knowledge, skills and practices and to strengthen professional standards related to key museum functions for collections management. It also supports organizations in the development and delivery of resources or services that will benefit multiple museums.

This Collections Management component funds two types of projects:

Collections management systems projects, advancing the implementation of key collections management policies through support for new collections information systems and collections storage solutions.
Projects related to the sharing of best practices with respect to key museum functions. A minimum of three heritage organizations must benefit from a best practices project.

Eligible Applicants

Incorporated non-profit Canadian museums which:
- Provide services to the public year-round;
- Employ the equivalent of one full-time paid professional staff;
- Have policies for key museum functions; and
- Have a current three to five-year strategic/business plan;
Incorporated non-profit service organizations whose membership relates to the museum sector.

Projects related to sharing best practices in key museum functions must involve and benefit a minimum of three heritage organizations or be geared towards the development of resources and services to multiple heritage organizations.

Eligible Projects

The following are examples of eligible projects under the Collections Management component:

Introduction of new digital collections management systems, purchase and implementation of new database software, or upgrade of an existing system to add significant new functionalities in order to enhance collections information management and preservation;
Planning, purchase, and incorporation of necessary storage and shelving equipment, and minor capital improvements to storage spaces in order to meet professional standards and ensure the management and integrity of collections;
Sharing of best practices, including professional development activities and material for museum personnel including the development of workshops, seminars, and courses. Projects could aim at preparing and helping trustees, volunteers, and museum professionals to address the challenges associated with optimal management of key museum functions, and could include the development and implementation of national and international training opportunities. Projects must involve and benefit a minimum of three heritage organizations;
Development of resources and documents by related heritage associations (national, provincial, territorial, professional, sectoral) to assist their members and to strengthen their knowledge, skills and practices with respect to key museum functions.

Maintaining and operating collection management systems is part of the ongoing operations of an organization, and are therefore responsibilities of the applicant.

An application for a collections management systems project must demonstrate that the project is linked to the implementation of the applicant’s key collections management policies.

Eligible Expenses

Eligible expenses under the Collections Management component include the following:

Pro-rated salaries and wages directly related to the project;
Travel for the personnel working on the project, as per Treasury Board standards;
Consultants and/or Aboriginal Elders, including fees and travel, as per Treasury Board standards;
Equipment rental, incremental administration costs, shipping fees, promotion and communication expenses, provided they are linked to the project;
Evaluation of project results;
Translation of material aimed at the public in both official languages or in another language meant to reach specific groups;
Materials, supplies, and minor capital asset costs in relation to projects focused on the management of collections. For collections management systems projects, no more than $25,000 of the project funding can be used for the acquisition of minor capital assets and, for sharing best practices projects, a maximum of $10,000 of minor capital asset costs will be eligible per project;
Staff training related to the implementation of digital collections management systems;
Materials and supplies for the development and production of resources/documents for museum professionals; and
Project audit fees. At the end of the project, an organization receiving a contribution of $200,000 or more will have to submit an audited financial report for the project. The Department reserves the right to request an audited financial report for contributions between $50,000 and $199,999.99. In such a case, the Department will ask the organization to change the project budget to include audit fees.

Ineligible Projects and Expenses

In addition to ineligible projects and expenses under MAP, the Collections Management component includes the following:

Policy development projects benefiting only one museum;
Costs related to participants' attendance (including travel) to professional development activities.

Maximum Funding

Project funding under Collections Management will not normally exceed 50% of eligible expenses.

For collections management systems projects, recipients can receive financial assistance up to $50,000 per project. No more than $25,000 of the funding can be used for the acquisition of minor capital assets.

For projects related to sharing of best practices, recipients can receive financial assistance up to $100,000 per project per federal fiscal year (April 1 to March 31). The maximum duration of a project is two calendar years. A maximum of $10,000 of the funding provided by MAP can be used for the acquisition of minor capital assets.

Canada-France Agreement

Objective

The Canada-France Agreement on Museum Cooperation and Exchanges is a reciprocal agreement that aims at creating and developing special, lasting ties between museums in Canada and France, as well as enhancing skills and competencies of museum professionals. It also assists Canadian organizations in developing new international partnerships and in reaching new potential audiences for Canadian heritage and collections.

Eligible Applicants

Incorporated non-profit Canadian museums which:
- Provide services to the public year-round;
- Employ the equivalent of one full-time paid professional staff;
- Have current policies for key museum functions; and
- Have a current three to five-year strategic/business plan.
Incorporated non-profit service organizations whose membership relates to the museum sector.

Eligible Exchange Missions

The following are examples of eligible exchange missions under the Canada-France Agreement:

Exchange missions that promote professional development with respect to key museum functions (workshops, seminars, internships and learning opportunities);
Exchange missions that help forge special and lasting ties between Canadian and French museums (exchanges, structured work placements, joint activities, collaboration strategies, and partnerships for exhibition development);
Exchange missions that encourage the sharing of professional or technical expertise;
Research exchange missions on relevant heritage or museological themes;
Research exchange missions on development and diversification of audiences.

Eligible Expenses

The following items will be considered as eligible expenses under the Canada-France Agreement: travel, accommodation, meal and incidental expenses as per Treasury Board standards, and incremental administration costs related to the mission.

Funding, in the form of grants, is provided by the Canadian Government to recipients to cover the cost of airline tickets for Canadian participants going to France, and accommodation, meals, incidentals and travel by French participants while in Canada. Travel by Canadians in Canada may also be considered. Expenses made by Canadians while in France are reimbursed by the French Government, following the completion of the project and upon submission of original receipts.

Ineligible Projects and Expenses

In addition to ineligible projects and expenses under MAP, the Canada-France Agreement includes the following:

Salaries and wages of participants.

Maximum Funding

Project funding under the Canada-France Agreement will not normally exceed 50% of eligible expenses, up to a maximum of $50,000 per project per fiscal year (April 1 to March 31) for the Canadian portion. The French government can reimburse Canadian participants for expenses made on French territory; normally the funds match the Canadian contribution.

Completing the Application

Required Documents

All applications for MAP funding must include the following documentation:

Completed Application Form signed by an authorized person (Board Chair, CEO or equivalent);
Completed Project Budget Form;
Completed Application Checklist (according to selected program component) signed by an authorized person;
Copies of most recent documents as requested in the application checklist, including copies of all available quotes, to justify any procurement costs;
Most recent financial statements (audited if available or required);
A disclosure regarding the participation of any former public office holder or public servant subject to the Conflict of Interest and Post Employment Code.

Where an applicant submits more than one project, an order of priority must be clearly indicated.

Project Budget

While completing the Project Budget Form, please provide complete and detailed information for each section. Applications with incomplete budgets will not be recommended for approval.

When preparing the budget sheets for detailed expenses and revenues, please note that:

Total project revenues must equal total project expenses.
For multi-year projects, all budget items recorded in the request for funding must include the fiscal year during which these expenses are planned.
All contributions from the applicant, partners or other public and private sources must be clearly identified as revenues.
Although the Program does not reimburse in-kind contributions, these should be declared in the total cost of the project to help determine the maximum financial contribution the Department may provide. Note: In-kind revenues must be balanced with in-kind expenses.
An applicant’s contribution to the project of permanent or contracted staff, for which salaries, wages and benefits are paid, has to be recorded as a cash contribution.

Additional information is available in the Project Budget Form.

Please note that, at the end of the project, revenues from all government sources must not exceed 100% of total project expenses.

Reporting Requirements and Project Evaluation Strategy

At the end of the project, all recipients are required to submit a final quantitative and qualitative project report. This report must clearly demonstrate how the project activities were completed and the level of success against the program’s objectives.

For this reason, it is essential to establish, from the onset of the project, relevant objectives and an efficient evaluation strategy to measure the level of success of the project. It is therefore highly recommended that the Interim and Final Activity/Results Reports forms be used to build and present this strategy. The forms can be found on the MAP website under each component’s information or by contacting the nearest regional office.

The project evaluation strategy is also an element used in the project assessment by the MAP at the outset. Normally, the development of an evaluation strategy includes the identification of pertinent performance measures, qualitative and/or quantitative, based on clearly articulated outcomes (in line with project objectives) rooted in the project type for which funding is requested. In addition to these, the selected sources of data and the collection methodologies and tools should be described in this section of the application.

Applicants seeking support for the second and/or third phases of projects must submit previous phase activity reports with the new applications.

Application Assessment Process

Applicants are encouraged to work closely with departmental staff prior to submitting an application for the MAP deadline. To be considered for funding, organizations must meet applicant and project eligibility requirements and submit a complete application package, including the application form, the budget form, application checklist and all supporting documentation. Funding decisions are made based on the merit of the projects, program priorities, and the availability of funds.

Eligible applications are reviewed and assessed by departmental staff based on the information provided. External professional advice may also be sought if needed for specific projects. The applicant’s past project history with the Department is also taken into account. Where an applicant is seeking funding for more than one project, the program will consider the applicant’s capacity to undertake and manage multiple projects.

Projects submitted under the Canada-France Agreement are evaluated by a joint committee, formed by representatives of the Governments of France and Canada. Jointly recommended applications are then submitted for approval by each Government.

Project Eligibility

The project must conform to program objectives and parameters. Expected project results must be clearly stated and meet at least one of the MAP objectives and the objectives of the component.

Project Assessment Criteria

Relevance and Community Engagement including:

The project helps achieve the organization’s mandate.
The project responds to a demonstrated need.
Support/interest from other funders or partners is shown (documented if possible).
The target audience for the project and the methods to reach it (if applicable) are clearly identified and realistic.

Project Planning and Management including:

The organization is able to carry out the project and has engaged appropriate experience and expertise (personnel and consultants).
The timeline and resources are adequate.
Sound project management methods are demonstrated, including risk management.

Project Budget including:

The forecasted budget/cash flow is comprehensive.
Value for money is demonstrated, expenses are justified and reasonable.
All contributions are clearly identified and realistic (applicant, partners, other sources).

Impact and Evaluation Strategy including:

Outputs and outcomes are identified, clear and reasonable.
The application includes an articulated evaluation strategy that is linked to outcomes and outputs (indicators, data collection, etc.)

Please refer to Reporting Requirements and Project Evaluation Strategy section.

Organization’s Capacity including:

Financial stability is demonstrated.
The organization is professionally managed with clearly defined governance structure, administration and policies.

Funding Conditions

At the discretion of the Minister of Canadian Heritage (Minister), approved projects may receive funding through a grant or a contribution. All funding exceeding $50,000 may only be paid as a contribution.
The decision of the Minister is final and not subject to review or appeal.
Applicants who start the project prior to receiving notification in writing (letter of agreement for a grant, agreement signed by both parties for a contribution) about the success of their proposal do so at their own risk.
When funding is approved for a project, the Department can only reimburse eligible project expenses incurred during the appropriate fiscal year (April 1 to March 31).
Failure to submit requested final or interim reports, as required in the terms of agreements, will be considered in the assessment of future requests for assistance from the applicant, and could result in the rejection of an application until overdue reports have been received and assessed.
In accepting public funding from the Department of Canadian Heritage, all recipients are expected to publicly acknowledge the financial assistance they receive. Information regarding this acknowledgment is available in the publication entitled Public Acknowledgment of Canadian Heritage Financial Assistance, available at every regional office or online.
At the end of the project, if total government assistance (federal, provincial/territorial and municipal) exceeds 100% of the total project expenditures, it will be necessary for the recipient to repay the Crown up to the amount of the full federal contribution.
The recipient must reimburse unused project funds.
The Minister reserves the right to audit the accounts and records of the recipient for a period of up to five years after the end of the project.
Projects expected to span over more than one year will be considered for multi-year funding if the work plan and cash flow projections justify the time required. Payments will be phased in accordance with the federal fiscal year (April 1 to March 31) in which project activities are carried out.

Glossary

Aboriginal governing bodies:

First Nation governments, Band Councils or Tribal Councils, Inuit and Métis equivalent governing organizations.

Aboriginal organizations:

Non-profit organizations with a mandate to preserve and support Aboriginal heritage

Audit:

Examination of a recipient’s accounts, records, or other evidence deemed necessary in the circumstances.

Business plan:

Working tool for turning a strategic plan into reality. It provides a road map for board, staff and organizational partners, and may be used to attract particular private sector funders (foundations, corporations and individual donors). Typical business plans project organizational growth for the next three to five years. They usually include financial projections and targets, the size of markets (actual and potential) as well as information on market trends. A business plan describes how the organization is accountable to the community and its methods for monitoring and evaluating progress. A business plan may be incorporated in the organization’s strategic plan or may be presented as a separate document.

Canadian participant:

Paid professional employee from applicant organization or from official Canadian partner organizations to the project (applies under Canada-France Agreement only).

Conceptual stage:

During this phase of exhibition development, ideas are collected and compared with audience needs and organization’s mission; the scope of the exhibition is determined (subject matter, primary thesis and main communication objectives); the projected audience is determined; the schedule is set; and potential or available resources are identified.

Contemporary visual art exhibition:

Exhibition for which the principal focus is the contemporary art production of living artists, and for which less than 75% of the artifacts or the visual art works are drawn from public/private collections (other than the artist’s collection); and less than 90% of the visual arts works or artifacts featured in the exhibition have been created more than 10 years prior to the date of application.

Contribution:

Conditional transfer payment to an organization for a specified purpose pursuant to a contribution agreement that is subject to being accounted for and audited (see GRANT).

Contribution agreement:

Formal document that must be signed by both the Department of Canadian Heritage (the funder) and the prospective recipient of a contribution, which describes the obligations of each.

Consultants:

Individuals or groups of individuals with specialized knowledge and/or skills. They are not part of an organization’s staff, management or board, but rather are contracted for a fee to provide specific services to an organization.

Documentation:

Documents related to the exhibition and made available to the public, such as exhibition catalogues, synopsis, brochures, pamphlets, etc.

Emergency assistance:

Financial assistance provided to help an institution undertake urgent remedial action to maintain the integrity of its collection and mitigate damage sustained following an external event, e.g. fire, flood, earthquake, etc.

Evaluation strategy:

Selection, development and ongoing use of performance measures to make judgments about relevance, progress, cost-effectiveness and success of a project in meeting its defined objectives. A strategy should include outputs, outcomes, definitions of what will be measured, data sources, methodologies for gathering data and other relevant information. Please refer to Reporting Requirements and Project Evaluation Strategy section.

Grant:

Transfer payment made to an organization that is not subject to being accounted for or audited, but for which eligibility and entitlement may be verified, or for which the recipient may be required to meet pre-conditions (see CONTRIBUTION).

Incremental administration costs:

Costs that organizations would not incur other than to comply with project administrative requirements. These costs may include expenses for material or other items associated with the provision of goods or services.

In-kind contribution:

Donation to a project by an individual, business or organization of materials, goods, services or time that would otherwise have been paid for by the recipient. It involves non-cash asset transactions (e.g. securities, land, buildings, equipment, use of facilities, labour, and goods). To be eligible as an in-kind contribution, the donation:

Must be essential to the project’s success;
Must represent an expense that would otherwise be incurred and paid for by the recipient as part of the project;
Must be mentioned in the recipient’s contribution agreement, documented and recorded in the recipient’s accounting books;
Can reasonably be estimated at fair value on the date it is made, using either market value or an appraisal;

An in-kind contribution is a real contribution to the total cost of the project, but is not reimbursable as no monies change hands.

Key museum functions:

Standard established practices in main areas of collections-related activities within a museum or heritage organization, such as acquisition, conservation, research, collections information management, exhibitions and education.

Letter of intent:

Written statement presented from a venue to the applicant institution, acknowledging serious intent, willingness and ability to enter into a formal agreement. The letter should include a brief description of the project and the nature of the collaboration between the two institutions, including financial considerations and the timeline for implementing the project. The document does not constitute a definitive contract; it is subject to due diligence and fulfillment of certain conditions.

Minor capital assets:

Material goods with a depreciable value amortized over a period of time but not built into the fabric or shell of a building. Minor capital assets must relate directly to the proposed project.

Museum:

Non-profit, permanent institution in the service of society and its development, open to the public, which acquires, conserves, researches, communicates and exhibits the tangible and intangible heritage of humanity and its environment for the purposes of education, study and enjoyment. Please refer to ICOM Definition of a Museum.

Operational expenses:

Cash expenses paid by an organization in return for goods or services that are not incremental to the project. These expenses are ineligible for funding.

Outcomes:

Changes that are the result of projectoutputs. They are the external effects or consequences of the project that are considered significant in relation to its initial commitments. Outcomes must be measurable and may occur within organizations, communities, and individuals. They may relate to behaviour, skills, knowledge, attitudes, values, conditions, or other attributes. While there is less degree of control over outcomes, there should be a direct relationship between outputs and outcomes.

Outputs:

Most immediate results of a project. Outputs are the direct products or services produced and delivered to a target group or population, such as an exhibition, a collections or exhibitions policy, a workshop or seminar, etc.

Performance measures:

Indicators that provide qualitative and/or quantitative information needed to measure the extent to which a project is achieving its intended outcomes. Qualitative data can be expressed in terms of change or comparison between two states, while quantitative indicators can be in the form of a ratio, percentage, comparison, or figure.

Project:

Set of activities or functions that a recipient proposes to undertake with the financial assistance provided by a department. A project has a clear start and end date, occurs within a reasonable period of time and demonstrates measurable outputs and outcomes.

Retrospective exhibition:

A body of representative works, by an artist or a group of artists that spans a period of time and is presented and interpreted in the context of an historical perspective of the development and/or influences of that body of work. A minimum of 75% of the artifacts or visual art works should be drawn from public/private collections (other than the artist’s collection), and a minimum of 90% of artifacts or visual art works must have been created more than 10 years prior to the date of application.

Strategic plan:

Clearly written document that describes an organization's mandate, its short, mid and long-term goals or objectives, and priority actions to take. A strategic plan includes a timeframe for its execution, and identifies who, within the organization, or what outside agent will take responsibility for the completeness of the actions necessary to realize goals and objectives.

Travelling exhibition:

Type of exhibition that is available for circulation to one or more venues in addition to the premises of the organizing museum.