D. How to Apply: Standard Process

• D.1 Who should use this application process
• D.2 Be familiar with the eligibility rules and funding conditions
• D.3 If required, have your circulation audited
• D.4 Measure the content of each publication
• D.5 Complete the application form
• D.6 Documents required for a complete application
• D.7 Send your application by the deadline
• D.8 How the information you provide could be used

D.1 Who should use this application process

In 2010‑2011, this standard application process will be used only by applicants that have not been identified by Canadian Heritage as current recipients of the CMF and PAP.

A list of current recipients will be posted on the CPF Web site.

If your publication does not appear on the list, this process applies to you. If it is on the list, see part C.

D.2 Be familiar with the eligibility rules and funding conditions

It is strongly recommended that you read this entire application guide before applying.

In particular, read the eligibility rules in sections B.2 and B.3 to see if your publishing company is eligible and if the magazine(s) or non-daily newspaper(s) you produce are eligible. Contact us if you have any questions about the eligibility rules.

D.3 If required, have your circulation audited

• Paid publications that distributed 50 000 copies or more during the reference year through any circulation method must have their circulations audited.
• All request publications must have their circulations audited.
  

The CPF accepts audits for a twelve month period from the Canadian Circulations Audit Board (CCAB), the Audit Bureau of Circulations (ABC), and the Canadian Community Newspapers Association (CCNA)/Canadian Media Circulation Audit (CMCA). Other audits may be accepted if they meet the requirements of the program.

Unaudited new recipients that are unable to have an audit done in time for the deadline in this first year of the CPF must submit proof that they have made an application to an audit bureau. The audit must be done within six months of that application.

D.4 Measure the content of each publication

For each eligible publication, gather a sample of the issues that appeared during its reference year, according to the following table:

Number of issues in reference year	Which issues to review
2	All
3	First and last
4	First and third
5	First, third, and last
6	First, third, and fifth
7 to 12	First, third, and last
13 and more	First, fifth, ninth, and last

For each page of each issue in the sample, estimate to the nearest quarter page the following types of content:

• Canadian editorial content - C
• Foreign editorial content - F
• Advertising - A
• Other - O

Use a black marker to identify each type of content on each page, using the letters shown above. You will need this information to complete the Canadian editorial content section of your application form.

You must submit one of the marked-up copies with your application. Do not submit the rest of the marked-up copies and calculations with your application, but keep them on file for five years in case they are requested later. Each year, a sample of applications is selected for a detailed review. See section E.6.

D.5 Complete the application form

Complete one copy of the application form (PDF version, 239 KB) for each publication.

D.6 Documents required for a complete application

The following documents must be included with an Aid to Publishers application and must be submitted by the deadline.

• A completed application form.
• If required, a twelve month Statement of Circulation/Publisher's Statement. See section D.3.
• One marked-up copy, as described in section D.4.
• One copy of the most recent issue of the publication.
• A copy of the publisher’s incorporation papers.
• If required to submit an audit but unable to in time for the deadline, proof that they have made an application to an audit bureau.

D.7 Send your application by the deadline

The deadline for Aid to Publishers applications is February 19, 2010.

Your application is considered to be filed on time if it is complete and postmarked on or before the deadline.

A complete application must include all required documents. See section D.6. Late and incomplete applications will not be accepted.

The address is:

Canada Periodical Fund – Aid to Publishers
Department of Canadian Heritage
15 Eddy Street, 15-4-F
Gatineau, Quebec 
K1A 0M5

D.8 How the information you provide could be used

D.8.1 Disclosure of information within the Government of Canada

By applying to the CPF, you authorize Canadian Heritage to disclose any information received in your application within Canadian Heritage and the Government of Canada or to outside entities for the following purposes: to reach a decision on an application, to administer and monitor the implementation of the project or programming, to evaluate the results of the project or programming and this program after project completion.

This disclosure of any information received in this application may also be used to reach a decision on any other application of the applicant for funding under any other Canadian Heritage program.

D.8.2 Information that could be made public

Funding amounts awarded to successful applicants are public information. If you receive funding from the program, the name of your publishing company, the amounts awarded for each of your publications, and the circulations of each of your publications may be listed on the CPF Web site or disclosed in public documents produced by Canadian Heritage.

D.8.3 Access to information requests

In the event of an access to information request regarding your funding application or any other document in the Department’s possession containing information about your organization, the information provided to the Department will be treated in accordance with the Access to Information Act and the Privacy Act.

D.8.4 Protection of personal information

Your personal information is protected under the Privacy Act. Only information needed for operating the Canada Periodical Fund and measuring its results will be requested. The collection and use of personal information for this program is authorized by the Department of Canadian Heritage Act and is required for your participation.

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