Application Guidelines – Youth Forums Canada component

Exchanges Canada

On this page

• Objectives and expected results for the Exchanges Canada program
• Objectives and expected results for the Youth Forums Canada component
• Who can apply
• Eligibility
• Eligible projects
• Eligible expenses
• Limits of government assistance
• Applying for more than 12 months
• How to apply
• Application process
• How applications are evaluated
• Evaluation criteria
• Application processing time
• Funding decisions
• How funding is provided
• Funding conditions
• Anti-racism and anti-hate
• Workplace well-being
• Official languages requirements
• Acknowledgement of financial assistance
• Access to information requests
• Disclosure of information
• Audits of recipients and evaluation of the Program
• Contact us
• Glossary

Objectives and expected results for the Exchanges Canada program

The Exchanges Canada program helps youth to enhance their knowledge and understanding of the country, while connecting with other youth in Canada.

Participants can go almost anywhere in Canada. They can discover a rural area or a city centre, a French- or English-speaking community, a province or territory on the other side of the country or closer to home. Through their participation, youth develop a sense of national identity, and attachment to the country, and a deeper appreciation of its rich diversity. The Program aims to involve youth participants from all walks of life, including Indigenous youth, racialized youth, youth with disabilities, and youth from rural or remote communities.

The Exchanges Canada program supports organizations that provide exchange and forum opportunities for youth through two components:

• Youth Exchanges Canada, including the sub-component Summer Work / Student Exchange. For more information, please visit: www.canada.ca/youth-exchanges.
• Youth Forums Canada (addressed within these Application guidelines)

Objectives and expected results for the Youth Forums Canada component

Youth Forums Canada provides funding to organizations in Canada that offer workshops and conferences to youth — generally aged 14 to 25 — that may cover topics such as history and society, arts, culture and communities, official languages, geography, industry, institutions, and democracy in Canada.

The Program ultimately aims to provide participants with experiences that contribute to the development of their sense of belonging to Canada, based on 3 key objectives :

• Participants have a better understanding of the shared aspects of the Canadian experience that unite the people living in Canada
• Participants have a better understanding of diversity in Canada
• Participants create meaningful connections with youth from other backgrounds in Canada

Who can apply

The following organizations are eligible for funding:

• a non-profit organization legally constituted under relevant federal or provincial law
• a provincial or territorial government
• a public or private school
• a school board or other educational institution, such as a college or university

All applicant organizations must have at least 3 years of experience delivering youth programs with appropriate and adequate security and safety policies and procedures in place for the delivery of a youth project.

Federal government departments, crown corporations and other federal government institutions are not eligible to apply.

Eligibility

The Program is responsible for determining the eligibility of each applicant, the proposed project and project-related expenses.

The Youth Forums Canada component of the Exchanges Canada Program is highly competitive. Requests for funding typically exceed program resources. Even if your organization is eligible, submitting an application does not guarantee funding.

Eligible projects

Eligible projects for funding must include activities designed to achieve measurable objectives and positive outcomes. Activities must take place between April 1 of the year immediately following the application date and be completed by March 31 of the following year or by March 31 of a subsequent year if funding is requested for more than 12 months.

To be eligible for funding from Youth Forums Canada, your project must meet all of the following requirements:

• be a national or interprovincial/interterritorial forum for young people, for example workshops, conferences, thematic exchanges or other experiences that meet the objectives of Youth Forums Canada
• last at least 3 full days (excluding travel time) and include a total program length of a minimum of 18 hours of workshops and activities
• include participants who are Canadian citizens or permanent residents of Canada who are generally between the ages of 14 and 25 (except adult supervisors)
• contribute to the achievement of the objectives of Youth Forums Canada

An organization’s annual general assembly, projects that support the regular and ongoing operations of an organization, and projects whose primary purpose is competition (for example, a sport tournament) are not eligible for funding.

Eligible expenses

Only project-related expenses are eligible; these may be cash or in-kind and may include:

Travel expenses

Eligible travel expenses include:

• reasonable round-trip transportation costs for youth participants;
• reasonable round-trip transportation costs for one supervisor per participating province/territory, and/or one adult supervisor per 10 participants; and
• local transportation for youth participants and adult supervisors during the event (on a case-by-case basis).

Travel expenses must not exceed the rates permitted for travel on government business and do not include accommodation and meals.

Special measures expenses

Special measures expenses are designed to ensure participation by members of under-represented groups and will be considered on a case-by-case basis. They may include:

• the rental of dormitories or rooms for young people from low-income families and the cost of meals served on the premises;
• basic travel expenses for those accompanying young people with disabilities and the cost of suitable transportation within the host community;
• the hiring of a sign-language interpreter for youth who are deaf or hard of hearing;
• honoraria for Indigenous Elders; and
• the hiring of a qualified professional for emotional/psychological support.

Exceptional expenses to meet official languages requirements

English and French are the two official languages of Canada. When activities are intended for an audience that includes both official language groups, or when such activities could have an impact on the bilingual character of the country, the Program will ensure that the funding agreement specifies the appropriate measures to be taken in this regard.

• Any product or resource, including informational and promotional materials distributed to the target audience (such as registration forms, agendas, web content, and others), must be available in both official languages simultaneously.
• Funding may be requested for this purpose. Related expenses and their nature must be included in the budget section of your application and may include costs for simultaneous interpretation and translation of public content as part of the project, excluding annual general meetings and internal administrative meetings.

Other exceptional expenses

In some cases, the Program will consider other exceptional expenses as eligible. These expenses may include:

• hotel accommodation if the connection cannot be made until the next day, if the group arrives at the activity location after midnight, or if travel is delayed due to circumstances beyond their control (e.g., strike, storm);
• the cost of incidental meals, but only if travel is delayed by circumstances beyond the group’s control (e.g., strike, storm);
• costs associated with creating and maintaining bilingual electronic networks to offer pre- and post- forum activities to participants, allowing them to collaborate and strengthen the connections established through the submitted project.

Administrative expenses

Eligible administrative expenses for the direct delivery of the project generally may not exceed 15% of the total approved funding, and may include:

• book-keeping services and accounting;
• office supplies;
• telecommunications;
• postage and courier fees;
• photocopying and printing fees;
• rent for office space;
• audit or legal costs; and
• project coordination.

In-kind contributions are considered real contributions to the cost of the proposed project but are not reimbursable. Donated goods and services may be considered in-kind contributions if they:

• are essential to your project’s success;
• are eligible and would otherwise have to be purchased or paid for by you;
• can be measured at fair market value (i.e., in relation to similar goods and services); and
• are balanced by an equal revenue in your budget (i.e., total in-kind expenses equal total in-kind revenues).

The Program cannot fund expenses incurred before April 1 of the year following the application deadline. If you incur expenses for your project before receiving written confirmation of your funding approval, you will be doing so at your own risk.

Note: Ineligible expenses generally include accommodations, meals, salaries, wages and benefits, fees (consultants and speakers), marketing and communications.

Limits of government assistance

To ensure the success of your project, we encourage you to have other funding sources. This may include contributions from your organization, the private sector or other levels of government.

The total financial assistance received from Youth Forums Canada and other levels of government (federal, provincial, territorial and municipal) cannot exceed 100% of your total eligible project-related costs.

The Program can fund up to 100% of eligible expenses or up to $20,000 per fiscal year (April 1 to March 31) in the case of grants, and 100% of eligible expenses up to $10,000,000 per fiscal year (April 1 to March 31) in the case of contributions. However, please note that the average amount awarded by Youth Forums Canada ranges generally from $20,000 to $200,000.

Applying for more than 12 months

You may request funding for the same activities for a number of fiscal years. You must show that you have the capacity to complete the planned activities on an annual basis. This is demonstrated with realistic results and budget projections as well as sound governance.

Requesting funding for multiple years does not guarantee funding over more than one year.

How to apply

Read these Application Guidelines in their entirety before completing your application.

Contact us to request the forms and other documents that you will need to submit in your application. You must meet all eligibility requirements and submit a complete application package to be considered for funding.

A complete application package includes the following documents:

• Completed General Application Form;
• Application Questionnaire;
• Anticipated Demographic Distribution Form;
• Completed Budget Form including Annual Anticipated Expenses and Annual Anticipated Revenues;
• Copy of your organization’s letters patent and documents of incorporation;
• Copy of your organization’s charitable status, with certificates and registration numbers, if applicable;
• Copy of your organization’s rules and bylaws, if applicable;
• Copy of your organization’s financial statements for the most recent fiscal year;
• List of your current Board of Directors, if applicable;
• Proof that all individuals signing the General Application Form are authorized to represent the organization. Authorized representatives have the authority to perform certain legal duties (such as signing the general application form for funding, the contribution agreement, and related reports), according to the organization's rules or by-laws, or as established by a resolution by its board of directors;
• Plan detailing adequate and appropriate safety policies and procedures for delivering a youth project similar to the one proposed in your application;
• Proof of comprehensive general liability insurance with a coverage at a minimum of $2 million covering the organization, the Board of Directors, its employees, and all participants; or a commitment to obtaining the required coverage if your project is funded; and
• Proof of travel rates/prices in effect (such as quotes from a travel agency/web site).

Application process

To submit your application:

• Complete, sign and date the General Application form;
• Attach all required supporting documents;
• Submit your application package electronically at the following email address: echanges-exchanges@pch.gc.ca; and
• Include the name of your organization and the name of the project in the subject of the email.

If you are unable to send your application package by email, please contact us prior to the deadline.

How applications are evaluated

Youth Forums Canada funds projects that have clear objectives and measurable results. Funding decisions are based on the number and quality of applications received for each application deadline. Your application will be reviewed for eligibility and then evaluated based on the criteria below by a review committee who will compare it with other applications and prioritize it in relation to the funds available.

Failure to comply with any conditions of a previously funded project will be considered in the evaluation of your new application and could result in the rejection of your new application.

Evaluation criteria

The Program will evaluate all eligible applications using the following criteria:

Anticipated impact of the project

• The extent to which the proposed activities implementation would support the Program’s objectives and priorities;
• The application describes clear and concise activities and results are specific, measurable, achievable and realistic;
• The organization’s ability to provide access to participants in both official languages and include participants from official language minority communities; and
• The contribution to the Program’s efforts to ensure a broad participation of youth in Canada, that is representative of provincial/territorial youth populations, and to encourage participation of under-represented groups (including, but not limited to, Indigenous youth, racialized youth, youth with disabilities, and youth from rural or isolated regions).

Organizational capacity

• The application demonstrates how the organization has the stability, financial capacity, necessary staff and expertise to successfully manage and deliver the project;
• The application reflects that the organization has experience in carrying out similar activities (minimum of three years’ experience) and/or is supported by a network of partners; and
• The application clearly demonstrates that the organization has appropriate and adequate safety policies and procedures.

Budget

• The expenses are realistic, reasonable and in line with the proposed activities;
• The budget includes information demonstrating how expenses were forecasted (i.e. calculations, quotes);
• The budget includes other sources of funding (cash and/or in-kind) from partners (federal, provincial or municipal governments, private sector) and your organization;
• The projected revenues balance with expenditures; and
• A comparative analysis will be made to determine which projects demonstrate the most value for money (e.g., number of participants, cost per participant).

Funding priority may be given to projects that focus on one or many of the following priorities. If your project supports these priorities, please clearly articulate how in your application.

• Reconciliation – projects that bring together youth from across Canada and from diverse backgrounds to promote dialogue, action, or implementing initiatives on the theme of reconciliation;
• Diversity and inclusion – projects that bring together youth from across Canada and from diverse backgrounds to address issues related to diversity and inclusion, and with the goal of fostering respect, openness, and social cohesion; and
• Official Language Minority Communities – projects that promote the growth and development of youth from Francophone communities residing outside Quebec, and from Anglophone communities residing in Quebec.

Application processing time

Please refer to the Service standards for Canadian Heritage funding programs or contact the Program.

We will acknowledge receipt of your application within two weeks of receiving your application in our office. If you do not receive an acknowledgement of receipt within this time, you must contact us.

Funding decisions

The Program reserves the right to target funding to specific projects. Please note that decisions regarding eligibility and funding amounts are final.

How funding is provided

The Program will determine if funding will be disbursed as a grant or as a contribution.

A contribution is a conditional payment issued to your organization for a specific purpose, as outlined in a funding agreement. The agreement is signed by your organization and by the Program and specifies the terms and conditions to receive payment. At the end of your project, you must submit a final report.

A grant is a payment issued to a recipient for a project. The conditions you agreed to at the time of application will apply. At the end of your project, you may be required to submit a report and/or participate in the evaluation of results.

Funding conditions

You may be required to submit interim reports during your project. If you receive $250,000 or more as a contribution, you are required to submit an audited financial report.

You must have a minimum of $2 million in general liability insurance. Additional conditions may apply and, if applicable, will be included in your funding agreement.

Workplace well-being

The Government of Canada is strongly committed to promoting healthy workplaces where harassment, abuse and discrimination are not tolerated. Organizations that receive funding from Canadian Heritage must take measures to create a workplace free from harassment, abuse and discrimination.

Official languages requirements

The Program is committed to taking positive measures to enhance the vitality of official language minority communities and to promote the use of English and French in Canadian society. If you receive funding, you agree to comply with the official languages requirements set out in your application or in your funding agreement.

Acknowledgement of financial assistance

If you receive funding, you must publicly acknowledge – in English and in French – the financial support received from the Government of Canada in all communications materials and promotional activities. Additional requirements may be included in your funding agreement.

For additional information, please refer to our Guide on the public acknowledgement of financial support.

Access to information requests

The Program is subject to the Access to Information Act and the Privacy Act. The information you submit in your application may be disclosed in accordance with these acts.

Disclosure of information

By submitting your funding application, you authorize the Program to disclose any information submitted with this application within the Government of Canada or to outside entities for the following purposes:

• to reach a decision;
• to evaluate the results of the project; and
• to support transparency, accountability and citizen engagement.

Audits of recipients and evaluation of the Program

The Program reserves the right to audit your accounts and records to ensure compliance with the terms and conditions of your funding agreement. We also conduct periodic Program evaluations, during which you may be required to present documentation.

You must keep any records, documents, or other information that may be required to perform the audit or the evaluation for five years. Demonstrated failure to maintain such records may result in the repayment of amounts previously received.

Contact us

For further information, please contact us:

Address

Exchanges Canada Program
Department of Canadian Heritage
15 Eddy St
Gatineau QC J8X 4B3

Email

echanges-exchanges@pch.gc.ca

Telephone

819-997-0055
1-866-811-0055 (toll-free)

TTY

1-888-997-3123 (for people who are deaf, hard of hearing or speech impaired)

Agents are available to answer your questions, Monday to Friday, 7:30 am to 6:30 pm (ET)

Glossary

Audited financial report

An audited financial report includes a statement of operations for the given period with regard to the Project and is prepared by a certified accountant who is not part of your organization.

Cash flow

A presentation of all anticipated revenues and planned expenses that will occur over the length of your project. At the beginning of your project, your cash flow will have only forecasted revenues and expenses. Over time, your cash flow will be updated to reflect the actual revenues and expenses.

Diversity in Canada

In the context of the Program, diversity in Canada may be cultural, linguistic, religious, socioeconomic, gender-based, regional, etc.

Final report

A final report is submitted at the end of your project based on the requirements in the funding agreement. Your final report needs to provide the results of the activities you have undertaken for the duration of your project and include the final report of actual revenues and expenses.

Financial statements

A complete set of financial statements, including a statement of financial position; a statement of operations; and a statement of changes in financial position. Financial statements may be audited or unaudited.

Geographic scope of a project

A national project reaches youth from six or more provinces/territories.

An interprovincial/interterritorial project reaches youth from two to five provinces/territories.

Indigenous communities

Indigenous communities are First Nations, Inuit and Métis communities.

Interim reports

Interim reports are submitted during your project based on the requirements in the funding agreement. These reports indicate the results of the activities undertaken for a specific period. In addition, they include a status report on the work to be accomplished and updated revenue and expense reports.

Official Language Minority Communities

The official language minority communities are the Anglophone communities residing in Quebec and the Francophone communities residing outside of Quebec.

Racialized communities

Communities of shared heritage who have been historically disadvantaged as a group and may experience discrimination based on colour, culture and/or race.

Security plan

Document outlining the measures taken by the organization to ensure the safety and security of all youth participants in the project.

Sense of belonging

In the context of the Program, sense of belonging is defined as a deep bond that develops when you feel connected and accepted within the community. This feeling occurs on an individual level and is reflected in various ways, such as the appreciation of diversity and shared values, the development of positive relationships with others, and engagement in society.

Shared aspects of the Canadian experience

Shared aspects of the Canadian experience can include the following values: democracy, respect for others, peace and security, bilingualism, environmental awareness, equal rights, freedom of expression, etc.