Funding: Canada Summer Jobs – Developing your application

From Employment and Social Development Canada

4. Developing your application

Applications can be submitted online, by mail and in person.

Important: Applications received by fax or email will not be considered. It is essential that the form be duly completed and signed by an officer authorized to sign on behalf of the employer.

Following you will find explanation related to the questions on the application form.

Note: The questions in the online application are in a different order, but the same information is required.

Before you start

You must carefully read the Applicant Guide and the Articles of Agreement before completing the application form. You should also read about the assessment process in section 3 Review Process in order to better understand how your application will be assessed.

Important: Complete only one application form if all the jobs requested are within the same constituency. The location of the proposed activities determines the constituency, not your organization’s address or location. Please note that if you submit multiple applications within the same constituency, your applications could be merged into a single application.

If you are applying for multiple jobs based in more than one constituency, a separate application form must be submitted for each constituency. To determine the constituency in which the activities will take place, consult the Elections Canada website.

To complete your application form, you will need the following information:

  • Legal name of your organization
  • Common name of your organization (if different from the legal name)
  • Canada Revenue Agency (CRA) business number
  • Email address of the contact person
  • Mailing address of your organization
  • Number of full-time employees working in Canada
  • Date that your organization was created
  • Local priorities of the constituency in which the activities will take place

While completing the application form, be prepared to answer several questions and to provide detailed information about the job being created, such as:

  • the job titles and the number of students for which you are requesting funding
  • a full description of the job’s tasks and responsibilities, the plans for supervision and mentoring and health and safety practices in the workplace
  • the hourly wage rate to be paid to the students
  • the hourly contribution that you are requesting from Employment and Social Development Canada (ESDC)

The attestation is required for the application to be considered complete and eligible for assessment.

Part A – Employer information

1. CRA Business number

Indicate the 15-character number that the CRA assigned to your organization.

Note: In order to complete an online application, you will need a business number. To obtain a business number, consult the CRA website. If you do not have a business number in time to apply, you may proceed by using the paper application form. However, you will need to provide a CRA business number before your application can be considered for funding.

2. Legal name

Indicate the legal name of your organization that is associated with your CRA business number. If it is an acronym and it is not known provincially or territorially, indicate the legal name in full.

If your application is approved, the signed agreement returned to you will form a legally binding agreement with the Government of Canada and any payments issued will be made out to this name. Please note that payments will be issued using only the first 44 characters.

3. Operating (common) name

Indicate the common name of your organization if it is different from the legal name or if you want to specify a particular department or branch. If it is an acronym and it is not known provincially or territorially, indicate the common name in full.

4. Telephone number

Indicate the telephone number of your organization.

5. Employer type

Check the box that best describes your organization. In the case of a CRA-registered not-for-profit, the employer type is determined by the source of its operating revenues and to whom it must account for its activities. For example, a not-for-profit with the majority of its revenues from government sources may in fact be deemed “public” for the purpose of applying for CSJ funding (e.g. a municipal library).

If you disagree with a Service Canada decision regarding the employer type, you must demonstrate in writing how and from whom the organization receives its operating revenue as well as how and to whom it must account for its activities.

6. Name and telephone number of employer contact person

The contact person must be a person with whom Service Canada can communicate regarding your application or any consequent agreement. This individual must be fully informed on both the application and the proposed activities.

7. Email address of employer contact person

The inbox for this email address should be monitored regularly since this email address will be used to send you information regarding CSJ and your application including the approval or rejection of your application.

8. Preferred language of communication

Indicate the language in which you wish to communicate and in which you wish to receive correspondence.

9. Year the organization was established

Enter the year, month and day that your organization began operations.

10. Organization’s mandate

Indicate your organization’s mandate and also provide a summary of its main activities.

The core mandate of your organization must respect individual human rights in Canada, including the values underlying the Canadian Charter of Rights and Freedoms as well as other rights. These include reproductive rights and the right to be free from discrimination on the basis of sex, religion, race, national or ethnic origin, colour, mental or physical disability, sexual orientation or, gender identity or expression.

11. Number of full-time employees working in Canada

Indicate the total number of full-time employees working for your organization across the country (not only those working in your branch). Full-time employees are those who work 30 hours or more per week.

If there are only part-time employees working for your organization, enter “0”.

12. Mailing address of employer

Indicate your organization’s mailing address to which all correspondence will be sent, including any payments.

13. Address of the location of the proposed activities

Indicate the main address where the student will be working if this address is different from the mailing address. This address cannot be a post office box (PO Box); it must be a civic address.

If the proposed activities will take place in multiple locations, you must ensure that these locations are in the same constituency. To determine the constituency, consult the Elections Canada website. Indicate all the other addresses where the student will be working. These addresses cannot be post office boxes (PO Box); they must be civic addresses. If the locations of the proposed activities are in multiple constituencies, a separate application must be submitted for each constituency.

Important: The employer must offer the job within the constituency for which the application is submitted. This includes cases where the student will work remotely, at a personal premises (e.g. employer’s home), or away from the supervisor’s location, or from somewhere else outside of a traditional workplace. Essentially, the location where the student will perform the job duties must be within the constituency for which the application is submitted. If the location of the proposed activities changes after you submit your application or after you are approved for funding (e.g. once the student is recruited and the remote work location can be confirmed), you must inform Service Canada. If the change occurs after you are approved for funding, Service Canada and the employer must both agree on the change, otherwise the job may be considered ineligible for funding.

If the work will be performed remotely, at a personal premises (e.g. employer’s home), or away from the supervisor’s location, or from somewhere else outside of a traditional workplace, the employer is responsible for ensuring that the location respects provincial laws and municipal by-laws in regards to work being performed in a non-commercial building or area (e.g. maximum number of employees). The application also has to demonstrate a strong supervision plan to ensure the student is well supported and will have a meaningful summer work experience.

14. The activities of your organization focus on the provision of services in the community

Check the applicable boxes. Ensure that you have already provided your organization’s mandate and adequately summarized its main activities (see above, #10 Organization’s Mandate) in order to substantiate how your organization focuses on the provision of these services.

15. Are the proposed activities directed at members of an Official Language Minority Community?

An Official Language Minority Community is one in which the official language spoken is not the majority official language in the province or territory. For all provinces and territories except Quebec, the majority official language is English.

Applications will be assessed to determine if the proposed activities are directed toward the members of, and support the vitality of, an Official Language Minority Community. To qualify as supporting the vitality of and assisting in the development of an Official Language Minority Community, the job must require the use of the minority language. The description of the tasks and responsibilities of the job must highlight how it is directed at members of an Official Language Minority Community.

The tasks and responsibilities of the job must require that the student use the minority language:

  • in day-to-day internal operations
  • for external operations or for responding to external demands (customer service)
  • for communications activities, such as preparing written material, video, audio or web-based information
  • for promoting community development or cultural activities, museums, guided tours, festivals or theatre, as well as other activities related to tourism

Note: During the assessment, points are awarded if the proposed activities are directed at members of, and support the vitality of, an Official Language Minority Community. Please refer to section 3 Review process – Assessment criteria for more information.

16. Have you applied or will you apply for other sources of funding for the job requested?

Please refer to Section 12.1(c) of the Canada Summer Jobs Articles of Agreement before checking the applicable box.

If you answered “yes” and if the Canada Summer Jobs funding that is requested is in excess of $100,000, you must complete Section 8.1 of the Canada Summer Jobs Articles of Agreement and attach it to your paper application.

17. Does your organization owe any amount to the Government of Canada?

Please refer to Section 12.1(e) of the Canada Summer Jobs Articles of Agreement before checking the applicable box.

If you answered “yes”, you must indicate the amount owing, the nature of the debt and the department or the agency to which the amount is owed.

18. If an amount is owed, is a payment plan in place?

Indicate if an arrangement was made for repayment (for each amount owing).

Part B – Job details

In this section, you must describe, in order of priority, the jobs you are requesting and you must provide separate information for each different job title. If you intend to hire more than one student for the same job title, describe it only once.

If you are applying for more than three different job titles and you are applying using a paper application, you must copy an entire Job Details page for each additional job title and attach it to your application when submitting it. If there is not enough space to appropriately answer a question, you may answer it on a separate sheet and attach it to your application when submitting it.

Each student hired using CSJ funding must be assigned to one of the jobs approved by Service Canada. The details of the job (e.g. job title, hourly wage and tasks and responsibilities, etc.) must be the same as the job details specified in your application. If you want to change a job detail, you must contact Service Canada to obtain approval for the changes prior to instituting these changes.

19-21. Job title

Indicate the title of each job for which you are requesting funding and indicate the hourly wage, including the contribution from ESDC and any other sources of funding being used to be paid to the student. A job is considered different when at least one of the following details varies: job title, tasks and responsibilities, hourly wage, number of weeks, number of hours per week or desired level of education of the student. Salaried jobs need to be calculated as an hourly wage rate.

As of November 2017, the adult minimum wage rates for the summer of 2018 were known to be: Alberta: $13.60; British Columbia: $11.35; Manitoba: $11.15; New Brunswick: $11.00; Newfoundland and Labrador: $11.00; Northwest Territories: $12.50; Nova Scotia: $10.85; Nunavut: $13.00; Ontario: $14.00; Prince Edward Island: $11.25; Quebec: $11.25; Saskatchewan: $10.96; and Yukon $11.32.

Tasks and responsibilities

Indicate the tasks and responsibilities of the student. The description of the tasks and responsibilities should reflect how the job is directed at members of an Official Language Minority Community and how it supports the provision of services to the community, if applicable. It should also reflect how the job supports one or more local priorities and/or national priorities, if applicable. The local priorities that have been established for the constituency in which the proposed activities will take place can be found on the CSJ website. The national priorities can be found in section 1 Overview.

The tasks and responsibilities of the job must respect individual human rights in Canada, including the values underlying the Canadian Charter of Rights and Freedoms (Charter) as well as other rights. These include reproductive rights and the right to be free from discrimination on the basis of sex, religion, race, national or ethnic origin, colour, mental or physical disability, sexual orientation, or gender identity or expression.

If the tasks and responsibilities of the job change after you submit your application or after you are approved for funding, you must inform Service Canada. If the change occurs after you are approved for funding, Service Canada must approve of the change, as per section 21.1(1)(e) of the Articles of Agreement, otherwise the job may be considered ineligible for funding.

Supervision and mentoring plans

Indicate the supervision plan and mentoring plan. A plan for supervision is mandatory and must specify who will supervise the student, the nature of the supervision, the frequency of contact, etc. Supervision should be done on-site, but if this is not possible, indicate what mechanisms you will put in place to supervise the student, as per section 9.1(a) of the Articles of Agreement.

If the student will be working remotely, at a personal premises (e.g. employer’s home), or away from the supervisor’s location, or from somewhere else outside of a traditional workplace, you must ensure that there is sufficient training and supervision to support the student in obtaining a meaningful work experience. You must also ensure that the student can still benefit from the experience of working with others, building interpersonal skills, learning workplace protocols, etc. Your supervision plan should detail how this remote support will be provided and how the student will attain these benefits. This could entail, for example, a minimum of one contact per day from the supervisor (by phone, chat or video-conference), having someone available at all times during the student’s work hours whom they can contact for help or direction, involving the student in team meetings with others, etc. For remote work, Service Canada will consider each case on its merits, comparing the risks with the benefits for the student.

You must also indicate the mentoring plan, if applicable. A mentoring plan is a structured approach for helping the student develop basic skills such as problem-solving, decision-making and working with others, or specific skills associated with an occupation. The mentoring plan must describe how the student will be matched with the mentor as well as how the mentoring goals will be established and achieved. Mentoring may also include other employability skills. For additional information, consult the Conference Board of Canada website.

Note: During the assessment, points are awarded if a plan for supervision or both a supervision plan and a mentoring plan are outlined. Please refer to section 3 Review Process – Assessment Criteria for more information.

Health and safety practices in the workplace

Indicate how you will ensure that the student is aware of good health and safety practices in the workplace. As per section 9.1(b)(c) of the Articles of Agreement, you are responsible for ensuring the job is carried out in a safe environment and for providing the student with all information concerning health and safety, including for a remote work location (e.g. personal premises or somewhere outside of a traditional workplace).

Note that the student must be covered by Workers’ Compensation or equivalent liability insurance as per section 26 of the Articles of Agreement. If any student is going to operate or ride in a vehicle for job-related purposes you must also have adequate automobile insurance coverage. It is your responsibility to verify with your insurer whether your existing equivalent liability insurance (and automobile insurance, if applicable) applies to all the activities to be undertaken by the student and applies to all the locations where these activities will take place (e.g. personal premises).

If you are a not-for-profit employer and the proposed activities will take place in New Brunswick, Newfoundland and Labrador, Nova Scotia, Prince Edward Island or Quebec, Service Canada has a blanket agreement with a provincial commission or board in these provinces.

Desired level of education of the student

Check the applicable box.

Will this job be a career-related work experience?

The term “career-related” means the job provides a student with work experience related to his/her current or future field of studies.

If the job is career-related, indicate one or more fields of academic studies related to the job for which you intend to hire a student, and demonstrate how the job is related to the current or future field of academic studies.

If applicable, specify how the job’s tasks and responsibilities relate to the national priority of job opportunities in science, technology, engineering and mathematics (STEM) and/or information and communications technology (ICT), particularly for women.

Note: During the assessment, points are awarded if the job provides a career-related work experience for a post-secondary student, or it provides an early work experience for a high school student. Additional points are awarded for STEM/ICT jobs and for jobs that would provide women with work experience in these fields. Please refer to section 3 Review Process – Assessment Criteria for more information.

Will your organization make special efforts to hire a priority student?

Priority students are students with disabilities, Indigenous students, students who are members of visible minorities and students who are new immigrants/refugees.

Check the applicable box.

If your organization will make special efforts to hire a priority student, indicate your recruitment plan to hire the priority student including the sources or mechanisms for recruitment. Your recruitment plan should also detail the agencies that will be contacted who serve priority students (e.g. Indigenous friendship centres, Service Canada offices and community youth centres). If you have already identified a priority student, indicate it.

You will be expected to make all reasonable recruitment efforts to hire a priority student and to document these efforts. Should your application be approved, your recruitment and hiring plans may be monitored to determine whether they reflect what you stated in your application.

If you hire a student with disabilities, you may be eligible for additional funding of up to $3,000 per student to accommodate the student in the workplace. Only personal tools and adaptations and professional support services (e.g. visual language interpreters) required by the student in order to accomplish the tasks and responsibilities of this job will be considered eligible. If applicable, this can be discussed with Service Canada once your application has been approved, the student selected and the needs identified.

Note: During the assessment, points are awarded if the employer intends to hire a priority student. Please refer to section 3 Review Process – Assessment Criteria for more information.

The tasks and responsibilities of this job support the provision of services in the local community.

Check the applicable boxes.

Your description of the tasks and responsibilities of the job must clearly reflect how it supports the provision of one or more of these services.

Note: During the assessment, points are awarded if the tasks and responsibilities of the job support the provision of one or more of these services. Please refer to section 3 Review Process – Assessment Criteria for more information.

Does this job support a local priority?

Indicate one or more local priorities supported by the job. The description of the tasks and responsibilities of the job must highlight how it supports one or more local priorities.

The local priorities that have been established for the constituency in which the proposed activities will take place can be found on the CSJ website.

Note: During the assessment, points are awarded if the tasks and responsibilities of the job support one or more local priorities. Please refer to section 3 Review Process – Assessment Criteria for more information.

Calculation of employer’s total cost including contribution requested

If you are applying for more than three different job titles and you are applying using a paper application, you must copy the Calculation of Employer’s Total Cost Including Contribution Requested page and attach it to your application when submitting it. Once you have entered all the information for all the job titles, indicate the total of the columns in the “Total” line at the bottom.

22(a). Job title

Indicate the job title for each job for which you are requesting funding. The job titles should be listed in the same order as in the Part B – Job Details section.

22(b). Number of students requested

Indicate the number of students you are requesting for each job title.

22(c). Anticipated start date

Indicate the date that you want the student to begin employment. The earliest start date is Monday, April 23, 2018. Please note that the job’s latest end date is Saturday, September 1, 2018.

You cannot hire the student before receiving the approval by Service Canada and the student cannot start the employment before the start date approved by Service Canada. If a student is hired prior to the approval by Service Canada, this indicates that you would have hired the student without the CSJ contribution. This makes the costs associated with the student ineligible for reimbursement as per section 12.1(g) of the Articles of Agreement.

22(d). Number of weeks

Indicate the number of weeks that the student will be required to work; it must be between six and sixteen consecutive weeks.

22(e). Number of hours per week

Indicate the number of hours per week that the student will be required to work; between 30 and 40 hours per week.

22(f). Hourly wage to be paid to the student

Indicate the hourly wage including the contribution from ESDC and other sources to be paid to the student.

As of November 2017, the adult minimum wage rates for the summer 2018 were known to be: Alberta: $13.60; British Columbia: $11.35; Manitoba: $11.15; New Brunswick: $11.00; Newfoundland and Labrador: $11.00; Northwest Territories: $12.50; Nova Scotia: $10.85; Nunavut: $13.00; Ontario: $14.00; Prince Edward Island: $11.25; Quebec: $11.25; Saskatchewan: $10.96; and Yukon $11.32.

Note: During the assessment, points are awarded if the hourly wage paid to the student is above the minimum wage. Please refer to section 3 Review Process – Assessment Criteria for more information.

Important: The employer is responsible for paying the student and for making the necessary pay-related remittances to the Canada Revenue Agency, in accordance with labour regulations in the province or territory where the employment is located, and as per section 28 in the Articles of Agreement.

22(g). ESDC hourly wage rate contribution

Indicate the hourly wage that would be covered by ESDC.

Not-for-profit employers are eligible to receive funding for up to 100% of the provincial or territorial adult minimum hourly wage. Public and private sector employers are eligible to receive funding for up to 50% of the provincial or territorial adult minimum hourly wage. For more information, please refer to section 2 Eligibility – Eligible Costs – Wage Contribution.

22(h). MERCs requested

Not-for-profit employers are eligible for reimbursement of MERCs for up to 100% of the adult minimum hourly wage in the province or territory where the activities will take place. All other employers are not eligible for funding to cover MERCs, in whole or in part. For more information, please refer to section 2 Eligibility – Eligible Costs – Mandatory Employment Related Costs.

If you are covering MERCs, indicate “0”.

Note: During the assessment, points are awarded if a not-for-profit sector employer pays the MERCs. For more information please refer to section 3 Review Process – Assessment Criteria.

22(i). Total contribution requested from ESDC

Indicate the total contribution requested from ESDC by using this formula: (Total Number of Hours x ESDC Hourly Wage Rate Contribution) + MERCs Requested.

If you are applying online, this total will be calculated automatically.

22(j). Total employer contribution

Indicate the total amount of the contribution you will pay towards hiring a student by using this formula: (Total Number of Hours x Hourly Wage to be Paid to the Student) - Total Contribution Requested from ESDC. If you are applying online, this total will be calculated automatically.

Will you require an advance payment to pay the student should your application be approved?

If you are a not-for-profit sector employer, check the box, if applicable. Private and public sector employers are not eligible to receive an advance to pay the student.

The conditions under which advances may be provided are outlined as per section 6 of the CSJ Articles of Agreement. The maximum advance that may be obtained is 75% of the total value of the agreement.

Important: If your application is approved, you must submit the Employer and Employee Declaration form for each student before Service Canada can issue an advance payment. This form must be completed on the first day of work and must be returned to Service Canada within seven days of the student beginning employment.

Attestation and signature

23. to 28. Attestation and Signature of Employer

Should your application be approved, the Application/Agreement form (paper or online) becomes the agreement with the Government of Canada. The organization will then be subject to the Canada Summer Jobs Articles of Agreement. The organization agrees under this agreement to provide the job at the hourly wage, for the number of hours per week and the number of weeks described in the Calculation of Approved Canada Summer Jobs - Contribution amount document. This document will be included in the approval package. The submission of an application does not constitute an agreement. An official agreement between the organization and the Government of Canada exists only once an application is approved and an agreement is signed by Service Canada.

Therefore, it is important that an authorized person signs the application or submits the online application. Please read Section 31 of the Articles of Agreement prior to signature.

When submitting your application, you are asked to check the box “I attest” to confirm that:

  • You have read and understood the CSJ Articles of Agreement and referred to the Applicant Guide as needed
  • The job would not be created without the financial assistance provided under a potential contribution agreement
  • Both the job and the organization’s core mandate respect individual human rights in Canada, including the values underlying the Canadian Charter of Rights and Freedoms as well as other rights. These include reproductive rights and the right to be free from discrimination on the basis of sex, religion, race, national or ethnic origin, colour, mental or physical disability, sexual orientation, or gender identity or expression
  • You have all the necessary authorities, permissions and approvals to submit this application on behalf of yourself and the organization

Note: That an organization is affiliated with a religion does not itself constitute ineligibility for this program.

Note: The attestation is required for the application (submitted on a paper form or online) to be considered complete and eligible for assessment. If you are submitting your application online, you must check this box in order to proceed, otherwise the system will not allow you to continue. If you are submitting a paper application you must check this box in order for your application to be assessed.

Should an application or a project not be compliant with program eligibility and/or the Articles of Agreement, your project may not be funded.

The provision of false and misleading information would affect the eligibility and funding may be revoked.

Important: Depending on the number of applications and available funding, the agreement may be for fewer jobs, weeks and hours per week than requested in the application.

If you are submitting your application online, you must click on the “Submit” button to submit your application once you have printed and reviewed your application. A confirmation number confirming successful receipt of your online application will be generated by the system. In addition, a signature may be required later.

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