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STRATEGIC FUNDS
Development of Official-Language Communities Program
FUNDING APPLICATION GUIDE
TABLE OF CONTENTS
- Program Information
- Funding Information
- Application Form Submission
- Part A – Information about the Organization
- Part B – Project Information
- Part C – Expenses and Revenues
- Part D – List of Documents to Attach
- Part E – Conditions and Declaration
- Report(s) on Results
- Canadian Heritage Offices
Program Information
The Development of Official-Language Communities Program of the Department of Canadian Heritage
The Program objective is to foster the vitality of Canada's French- and English-speaking minority communities and to support their development.
"Community Life" Component
The "Community Life" component of the Development of Official-Language Communities Program enables the federal government to work with partners to offer official-language minority communities access, in their own language, to services and infrastructure needed to ensure their growth and development.
Strategic Funds
Official-language minority communities use "Strategic Funds" to encourage their citizens to participate in community life in their own language; to develop the vitality of their culture; and to integrate into their community through involvement in large-scale projects.
Eligible Recipients
Non-profit organizations, associations and institutions.
Eligible Projects
To be considered for funding, projects must be consistent with the goals of the "Community Life" component and the "Strategic Funds" sub-component (see question 9 on the Application Form), and must meet Department of Canadian Heritage funding criteria.
Activities under consideration for funding must not be part of an organization's regular programming. They must be "one-time" activities (i.e. with a clear start date and end date) that do not require ongoing funding.
Funding Information
Application Evaluation and Funding Decision
Funding decisions are made based on available funds, annual priorities, and an analysis of all requests. Applications are evaluated (using the principles of due diligence) according to the following criteria:
- Application Form duly completed, signed and accompanied by all required documents (see Part D of the Application Form);
- Action Plan, which must include:
- a status report on the sector/field in question;
- a description of the project, highlighting its innovative character;
- a clear statement of expected outcomes and performance indicators for the full period of the project;
- a schedule for implementation; and
- a budget itemizing anticipated expenses and the financial contributions of various parties to the proposed project.
- Effectiveness of the action plan as an instrument for:
- meeting the objectives of the "Community Life" component and delivering the expected outcomes; and
- furthering the development of official-language minority communities and building the necessary infrastructure to support this development.
- Contribution to the growth of the inclusive character of official-language minority communities;
- Visibility of project (diversification and quality of partnerships);
- Diversification of funding sources;
- Adequacy of proposed budget in relation to project activities.
Program officers review and evaluate applicant files in order to make funding recommendations. All final funding decisions, however, remain with the Minister of Canadian Heritage. As with other Canadian Heritage funding programs, the eligibility criteria and guidelines of Official Languages Support Programs shall not impede the discretionary power of the Minister of Canadian Heritage, or his or her agents, to reject an application.
Schedule
Applications for funding assistance may be submitted at any time during the fiscal year (April 1 - March 31). The assessment of applications takes several weeks. Please note that applications will not be processed until all required information has been provided.
Funding Terms
The Department provides funding to successful applicants by means of a grant or contribution. In the case of a contribution, a written agreement sets out the requirements for reporting and payment.
The Department will assume no responsibility for contract-related expenses incurred prior to the signing of a contribution agreement or the announcement of a grant. Applicants who incur such costs do so at their own risk.
Funding Limits
Funding provided may, under no circumstances, exceed the total costs of the project. Certain projects may be supported by a multi-year funding agreement.
Application Form Submission
To submit your application, please print your completed form, sign it and date it, attach all required documents, and send the package to the Department of Canadian Heritage. Departmental addresses and telephone numbers are provided at the end of this guide.
To Contact the Department
We strongly encourage you to contact a program officer to discuss your funding application. Departmental addresses and telephone numbers are provided at the end of this guide.
Part A – Information about the Organization
1. General Information
Organization's Official Name
Enter the organization's full official name, as it appears on the Certificate of Incorporation. If the applicant organization is not a corporation, enter the name commonly used.
Organization's Former Name (if applicable)
If the organization had a different name the last time it received funding from the Department, enter the former name in full.
2. Mailing Address
Enter the organization's complete mailing address.
3. Street Address
Enter the organization's street address if the mailing address is a post office box.
4. Person Authorized to Represent the Organization
Indicate the name of the person in charge of accounting for the organization's use of funds. This is usually the Chairperson of the Board of Directors or a member of the Executive Board. The person must sign the application on behalf of the organization (Part E of the Application Form).
Please attach a document which proves that this person has been authorized to sign the organization's official documents (e.g. a resolution from the Board of Directors).
Salutation: Please specify how the authorized representative should be addressed (e.g. Mr., Mrs., Ms., Dr., Reverend, etc.).
5. Contact Person
The contact person is a representative who can provide detailed information relating to the application. The contact person is usually someone in senior management.
6. Structure and Governance of Organization
Geographical Scope of Activity
Enter your organization's principal geographical area of operation, under its Constitution and By-Laws (please choose only one, even if your organization operates in several):
- International (active in at least two countries);
- National (active across Canada);
- Inter-provincial/Inter-territorial (active in at least two provinces or territories);
- Provincial/Territorial (active throughout a province or territory);
- Regional (active in at least two municipalities in a region);
- Municipal (active in a municipality); or
- Local (active in a community or neighbourhood).
Legal Status of Organization
Choose:
- Established as a Federal Corporation (incorporated), and enter registration number;
- Established as a Provincial/Territorial Corporation (incorporated), and enter registration number;
- In the process of becoming a Federal Corporation, and enter application date (if in process of incorporation);
- In the process of becoming a Provincial/Territorial Corporation, and enter application date (if in process of incorporation);
- Trust;
- Cooperative; or
- Unincorporated Association.
Mandate of the Organization
Enter the mandate of your organization according to the status and by-laws.
Part B – Project Information
7. Project Description
Will the project have an impact on the environment (capital project – community radio only)?
Whenever the Department funds a project, it must determine whether the project is subject to the provisions of the Canadian Environmental Assessment Act.
If you are requesting funding to construct a new building (or to expand or renovate an existing one) as part of a capital project, you may be required to conduct an environmental assessment. Please contact the Department (see list of departmental offices at the end of this guide) for more information on the documents that must be submitted for such a project.
Project Description - Summary
In fifty (50) words or less, summarize the project's key activities.
Current Situation (in sector/field of proposed activity)
Explain why the organization is undertaking this project. What led up to the organization's wish to solve a problem, fill a need, or rise to a challenge?
Answer the questions: What isn't working? What could be changed or improved?
Project's Targeted Direct Result
The "result statement" must provide a direct link between the activities carried out and the result achieved. A result must be:
- specific – states the purpose of the change, the target group, and the region;
- measurable – can be quantified using "indicators";
- achievable – can be achieved within a realistic, specified time-frame; and
- relevant – meets the needs of the specific situation and is linked to the activities.
Performance Indicators Linked to the Project's Targeted Direct Result
A performance indicator is a tool for determining whether a result has been achieved. It allows you to measure your progress towards the targeted result.
Indicators can be quantitative and measure frequency, improvement, number, percentage (or ratio), increase or decrease (for example, an increase from 50 to 75 participants). Indicators can also be qualitative and measure vitality, relevance, commitment, scope, degree, quality or satisfaction.
Examples: Examples are included within the next topic – 8. Outputs, Activities Contributing to Outputs, and Schedule.
8. Outputs, Activities Contributing to Outputs, and Schedule
Desired Output
When a project is delivered to a target group or population, there is a resulting "output", in the form of goods, a product or a service. An output is usually achieved in less than a year. To determine an "output", you need to answer the question: what will be achieved?
You must include at least one output.
Key Activities Contributing to an Output
Describe the key activities planned to help achieve an output (i.e. answer the question: what will be done?). A number of activities may contribute to the same output.
Schedule
Example: (April 20xx, ongoing, fall/winter 20xx-20yy, etc.)
Example 1:
An increase in French-language film production to help strengthen the cultural identity of the Franco-Albertan community
Number of participants during activities (quantitative)
Level of participant satisfaction during activities (qualitative)
Credited Film Training – Alberta Schools
| Key activities that contributed to the output * (by fiscal year, if project extends over more than one year) | Schedule |
|---|---|
| Meetings with experts in the discipline, to develop the curriculum | May 2007 |
| Approval of curriculum by Department of Education | September 2007 |
| New level-10 courses offered in Bonnyville, Lethbridge and Jasper | January, February and March 2008 |
Example 2:
Youth consultation processes are inclusive and are available on an ongoing basis
Greater number of meeting participants
Higher quality of interaction
More comprehensive policies
| Key activities that contributed to the output * (by fiscal year, if project extends over more than one year) | Schedule |
|---|---|
| Workshop for regional participants | June 2008 |
| Development of a draft consultation strategy | September 2008 |
| Feedback session on the draft strategy | October 2008 |
| Presentation and adoption of the strategy at the AGM | March 2009 |
9. Project Links with "Community Life" Component, "Strategic Funds" Sub-component and Community Development Priorities
Link with a "Community Life" Component Objective
Choose the most relevant objective and briefly describe (in one or two sentences) how the project's "targeted direct result" and "outputs" will help achieve this objective.
Link with a "Strategic Funds" Objective
Choose one or more program objectives and briefly describe (in one or two sentences) how the project will contribute to the achievement of these objectives.
Link with Community Development Priorities (where applicable)
In a few lines, describe how your project meets with the development priorities of the community.
Part C – Expenses and Revenues
If you complete the Application Form in hard copy, please note that the "Expenses", "Revenues" and "Summary of Expenses and Revenues" tables must be completed for each fiscal year (April 1 - March 31) over which the project extends.
10. Expense Categories
Eligible Expenses
Eligible expenses include (but are not limited to) implementation, delivery and follow-up costs for projects that help to ensure the long-term development of official-language minority communities in key sectors.
Only expenses made on or after the project start date indicated on the application form may be accepted, provided that Canadian Heritage has received the form prior to this date.
Salaries
Salaries are the remuneration of permanent and temporary employees. The organization must provide a list of all paid positions and their associated salaries.
Honoraria
Honoraria are sums paid to resource persons and consultants as well as amounts paid for professional services such as financial auditing.
Travel
Please indicate total travel costs (e.g. train, air, bus, car, taxi, etc.) as well as meal and accommodation expenses incurred while taking part in meetings and other eligible activities.
Publicity
Publicity includes brochures, community newsletters, newspaper ads, posters, messages distributed to the media, etc.
Operating Costs
Operating costs include project expenses such as rent, room rentals, telephone, Internet, office supplies, etc.
Other
Indicate any expense that does not fit into the above-mentioned categories.
In-kind
If your funding application is for a capital project – community radio, you must indicate all in-kind expenses. In-kind expenses include:
- donated services, material, equipment, etc.; and
- expenses for volunteer services that are directly related to project activities (volunteer services do not include volunteer hours contributed to the organization's governance, such as time spent on the Board of Directors or at the Annual General Meeting, etc.).
You must specify and explain your calculation method (e.g. volunteer hours at market rate). Total in-kind expenses must equal total in-kind revenues.
For any application not relating to community radio, see question 12.
11. Revenues
Amount Requested from Canadian Heritage
If you complete the form in hard copy, please enter the amount requested from Canadian Heritage in the "Expenses" table (last box in the third column).
Organization's Financial Contribution
Enter the amount the organization will allocate to the project. This amount may include registration fees, membership dues, funds raised, subscriptions, etc.
Source 1, 2, 3...
Identify other anticipated sources of revenue. Other sources may include community partners, government contributors, foundations, etc. Indicate whether each source of revenue is planned or confirmed.
In-kind
If your funding application is for a capital project – community radio, you must indicate all in-kind revenues. In-kind revenues include:
- donated services, material, equipment, etc.;
- revenues relating to volunteer services directly associated with project activities (volunteer services do not include contributions to the organization's governance, such as time spent on the Board of Directors or at the Annual General Meeting, etc.)
You must identify the source of in-kind funding (examples: ABC organization, City of XYZ, school, parent association, etc.).
For any application not relating to a capital project – community radio, please provide information on in-kind expenses and in-kind revenues by stating the type of contribution and its source in question 12.
12. In-kind Expenses and Revenues (if not a capital project - community radio)
Enter in-kind expenses and revenues if it is not a capital project, for community radio.
13. Financial Support: Address and Telephone Number of Contact Person(s)
For each source of revenue identified in the "Revenues" table, enter the name of a person (and corresponding contact information) that can provide information, for consultation purposes, to the Department.
Part D – List of Documents to Attach
Indicate which documents are being attached to the application.
Part E – Conditions and Declaration
Recognizing the Contribution of Canadian Heritage
Any promotion of, and publicity for, the funded activities must mention the participation of the Department of Canadian Heritage in a way that reflects the contribution of the Government of Canada.
The Departmental logo and guidelines are available on the site www.pch.gc.ca/logos.
Signature
The application must be signed by a person (or persons) authorized by the organization.
Please attach a document of authorization from the organization (e.g. Annual General Meeting motion, By-Law, Board of Directors' resolution, etc.).
If the organization's Constitution and By-Laws require it, two signatures are needed. Otherwise, one signature will suffice.
Report(s) on Results
When Must I Complete and Submit the Report(s) on Results?
If your project is funded by a grant, you must submit a Report on Results to the Department no later than sixty (60) days after the end of the project.
If your project is funded by a contribution, the reporting requirements will be set out in the contribution agreement.
Targeted Direct Result
Enter the targeted direct result identified in the contribution agreement. If you do not have a contribution agreement, enter the result indicated in question 7 of your Application Form.
You must complete this field in your first report. The result will reappear automatically in subsequent reports.
Desired Outputs
Enter the outputs indicated in the contribution agreement. If you do not have a contribution agreement, enter the outputs indicated in question 8 of your Application Form.
You must complete this field in your first report. The form will automatically copy this content onto all subsequent reports.
Performance Indicators
Enter the performance indicators indicated in the contribution agreement. If you do not have a contribution agreement, enter the performance indicators indicated in question 7 of your Application Form.
You must complete this field in your first report. The form will automatically copy this content onto all subsequent reports.
Major Achievements in Relation to Desired Outputs
Indicate the most significant activities achieved as they relate to the desired outputs.
Assessment and Progress in Relation to Targeted Direct Result
Provide an assessment of the outputs, noting any lessons learned and challenges encountered.
