Prepare to apply
Before you start your application, gather your supporting documents, and get familiar with the information you will be asked to provide in the application.
On this page
Prepare your documents
You must include the following supporting documents with your application for it to be considered complete.
- Proof of partnerships (if applicable)
- Proof of contributions from other sources (if applicable)
- Budget Detail Template
- Canada Revenue Agency (CRA) documents showing your valid business number (BN)
- If your organization does not have a CRA business number, provide Governance documents (such as articles of incorporation, certificate of incorporation, constitution, by-laws/rules, letters of patent, meeting minutes, council resolutions, memorandum of association, etc.)] with a small rationale for the inability to have a BN at this time.
What happens if a supporting document is missing from your application
If your application is incomplete, we will send you an email. If we do, you will have 5 business days to submit the missing information. If your application is not complete by that time, we may reject it.
How to answer the application questions
The purpose of this section is to help you fill in the application. It describes the specific information you need for each question on the form.
In this section
Notice to applicants
Important information appears in the Notice to applicants section of the application and is for your information and understanding. It contains information about the Attestation, the information you provide in the application, and the access of information. Read this information carefully.
The following information is posted on the Open Government website:
- Organization name
- Business number
- Amount of funding
- Project title
- Agreement number
- Agreement dates
- Location
Part 1 – Organization
A - Organization Information (Questions 1 to 21 in the PDF version of the application form)
Legal name (Question 1)
What is your organization's legal name? The legal name is usually:
- the name on your registration with the Canada Revenue Agency (CRA) or provincial/territorial equivalent, or
- the name used on funding cheques, bank accounts, etc.
Operating (common) name (mandatory if different from legal name) (Question 2)
What is the operating (or common) name of your organization (if it differs from the legal name)?
Business or registration number(Question 3)
What is your 15-digit CRA business number? (For example, 123456789 RR 0001).
For registered charities and not-for-profit organizations, what is your registration number?
You can find your CRA business number on tax-related documents or written communications from the CRA.
For more information, please visit CRA.
If you do not have a:
- CRA business number, or
- not-for-profit registration number
You must provide one of following documents:
If incorporated:
- a copy of letters of patents
- articles of incorporation
- certificate of incorporation
- memorandum of association
- your rules, by-laws, or constitution
If not incorporated:
- a copy of your rules, bylaws, council resolutions, or constitution
Organization type (Question 4)
Indicate one of the following:
-
Not-for-Profit
Not-for-profit organizations are established for purposes other than financial gain for their members. They primarily receive provincial/federal funding (supplemented by fundraising and fees), often rely on volunteers to deliver programs, and are often governed by a Board of Directors or a Committee.
-
Private Sector
Private sector organizations are established in order to generate a profit or to provide an economic advantage to their proprietors, members or shareholders. They primarily operate through company profits but can be supplemented by Provincial or Federal government funding. These organizations are privately owned and are independently managed. Note that volunteers may deliver some programs and a Board of Directors may govern the business.
-
Public Sector
All companies and agencies under the jurisdiction of the Government of Canada are classified as public sector organizations. For the purposes of certain statutes, various agencies, such as school boards and hospitals, are considered part of the public sector. They are often referred to as para public organizations. Public sector organizations can be large or small, though often have numerous employees and are governed by public policy mandates.
When a public sector organization uses a Canada Revenue Agency (CRA) registered charity business number, it does not change the organization’s designation to a not-for-profit.
Organization category (Question 5)
Indicate the most appropriate category from the following based on what you indicated in Question 4.
-
Not-for-profit sector
- Associations of workers and/or of employers
- Indigenous not-for-profit groups
- Local community, charitable, or voluntary
- National non-governmental organizations
- Not-for-profit band councils
- Non-Governmental Organizations (NGO) with a focus on encouraging employment
- Provincial non-governmental organizations
- Sector councils
- Unions
-
Private sector
- Banks
- Businesses, bodies incorporated or unincorporated
- Indian band corporations (profit basis)
- Private band councils
- Private universities or colleges
- For-profit Canadian organizations may be eligible for funding provided that the nature and intent of the activity is non-commercial, not intended to generate profit, and supports the priorities and objectives of the Equitable Access to Reading Program.
-
Public sector
- Municipal public health
- Municipal governments and agencies
- Provincial governments and agencies
- Public community colleges and vocational schools
- Public degree-granting universities
- Public degree-granting colleges
- Public degree school boards / school districts
- Territorial governments
Eligible Applicants
- national, regional, or local not-for-profit organizations (including, but not limited to, local community, charitable, or voluntary organizations)
- provincial/territorial entities (including educational institutions, health/social services institutions)
- municipalities, including municipal libraries
- Indigenous organizations (including band councils, tribal councils and self-government entities)
- universities, including university libraries
- Small, for-profit Canadian organizations of 99 employees or fewer
- For-profit Canadian organizations may be eligible for funding provided that the nature and intent of the activity is non-commercial, not intended to generate profit, and supports the priorities and objectives of the Equitable Access to Reading Program.
Ineligible Applicants
- individuals
- provincial/territorial governments
- publishers
Year established (Question 6)
What year was your organization established?
Organization address (Questions 7 to 11)
What is your organization's address? Give a complete address in a format recognized by Canada Post. For more information, please visit Canada Post website.
Organization Telephone, Website and email (Questions 12 to 14)
What is your organization's telephone number, Website (if it has one) and email address?
Mailing address (mandatory if different from organization address) (Questions 15 to 19)
What is the mailing address of your organization (if it differs from your organization's physical address)?
Telephone (mandatory field if different from Organization number) (Question 20)
What is your organization's telephone number?
Organization’s mandate (Question 21)
Please answer all 4 parts of this question.
Part 1
Describe the following for your organization:
- main activities
- mandate
- mission
- objectives
Part 2
If you are a for-profit organization, please describe the following (in addition to the question above):
- How the nature and intent of the project activities will not be commercial
- How the project doesn't intend to generate a profit
Part 3
Publishers are not eligible for funding under this Call for Proposals. Clearly identify and attest that you are not a publisher.
Part 4
Select the target group(s) that best aligns with your organization's mandate (more than one may be selected).
Note: your answer to this question will not impact the assessment of your proposed project. (Optional):
- Indigenous (specify)
- First Nations
- Inuit
- Metis
- Urban/Non-Affiliated
- Individuals Experiencing Homelessness
- Low income
- Newcomers
- Official Language Minority Communities
- People with Disabilities
- Remote / Rural
- Seniors
- Visible Minorities (including racialized individuals)
- Women
- Youth
- 2SLGBTQI+
- Other (specify)
- Not Applicable
B - Organization contact (Questions 22 to 43 in the PDF version of the application form)
Primary contact information (Questions 22 to 32)
Who is the main contact person for the proposed project? Provide the contact information for the person who will be ESDC's primary contact person in respect to your application for funding. Include the following details:
- Question 22: Given (first) name and surname (last name)
- Question 23: What is the title of the contact person named in question 22? For example:
- Business Owner
- President
- Executive Director
- Question 24: What official language would your contact person prefer to use in written and spoken communications? Choose either English or French.
- Question 25: Indicate if your mailing address is the same as the organization address, same as the organization mailing address, or different. If it is different, provide the following for the primary contact person (questions 26 to 32):
- Question 26: Street address (Questions 26 to 31 are mandatory if different from Organization address/number)
- Question 27: City or Town
- Question 28: Province or Territory
- Question 29: Country
- Question 30: Postal Code
- Question 31: Telephone number, including extension
- Question 32: Email Address
Secondary contact (Questions 33 to 43)
If we cannot reach the main contact, who else can we contact? Provide the person's full name, telephone number where we can reach them during business hours and their email address.
- Question 33: Given (first) name and surname (last name)
- Question 34: What is the title of the contact person named in question 33? For example:
- Business Owner
- President
- Executive Director
- Question 35: What official language would your contact person prefer to use in written and spoken communications? Choose either English or French.
- Question 36: Indicate if your address is the same as the Organization Address, same as the Organization Mailing Address, or different. If it is different, provide the following for the secondary contact person (Questions 37 to 43):
- Question 37: Street address
- Question 38: City or Town
- Question 39: Province or Territory
- Question 40: Country
- Question 41: Postal Code
- Question 42: Telephone number, including extension
- Question 43: Email address
C. Organizational capacity (Questions 44 to 52 in the PDF version of the application form)
The Department uses the information provided in this section to help assess the organization’s capacity to manage a project.
Does your organization have a governing board that meets on a regular basis? (Question 44)
A governing board is a group of individuals who are responsible for making decisions, overseeing the activities and direction of an organization. If there is no board, please describe how your organization functions. For example, are there regular meetings held between employees to discuss day to day operations, is there a decision-making process in place, discussion on the organization’s objectives and provide oversight and guidance.
Are the following written policies in place for delivering projects and services? (Question 45)
If “no”, please describe how your organization addresses Human Resource issues such as hiring, compensation and benefits and employee relationships. How does your organization ensure the well-being and safety of employees? Please describe any other policies your organization may follow to create a supportive and productive work environment.
Does your organization have financial management components in place? (Question 46)
Financial management includes what measures are in place to effectively manage the organization’s finances
If “no”, please describe your organization’s ability to effectively manage financial activities. Examples may include financial planning, budgeting, reporting and cashflow management.
For this project, will your organization further distribute funding to any other organizations to support program objectives? (Question 47)
If “yes”, please describe how your organization will manage funding distributed to other parties. For example, how will the organization verify the use of public funds, and that activities and results of the project are being met?
Successful applicants who contract the production of alternate formats will be subject to increased reporting requirements. The reporting must include a clear outline of both administrative and project costs for the successful applicant and any contracted organization. The specific requirements will be established during project negotiations.
How many employees does your organization currently have? (Question 48)
Indicate the total number of people employed in your organization or business. The number of employees must be a whole number.
Has your organization undergone any important transformations in the past two (2) years? (Question 49)
Important transformations refer to events such as:
- a change in leadership in the board of directors or at the executive level
- a change in mandate or main activities
- a merger with or split from another organization
- a significant reduction, increase or turnover in staff
If you answer yes, provide a description of the changes.
Describe how your organization has the experience and expertise to carry out the proposed project activities. (Question 50)
Provide a description of your organization’s experience and expertise in administering alternate format production projects. This information will help the Department to assess the extent to which your organization is capable of undertaking the proposed project activities and achieving the expected results. You must highlight the alternate format expertise that exists within your organization as well as the experience that you have in managing a project of this nature. The explanation should include details of duration, type of experience, clientele served, and results of their service that can demonstrate your organization’s knowledge in current and upcoming community needs, challenges faced by users, complexity of the production processes, etc.
Does your organization owe any amount to the Government of Canada? (Questions 51 to 52)
If “Yes”, complete the fields for each amount owing. We will not reject your application for this reason. However, you must provide detail as to the type of debt and the arrangements you have for repayment. (Question 52)
Amount owing | Nature of owing amount | Department or agency to which money is owed |
---|---|---|
$10,000 | Overpayment | Employment and Social Development Canada |
$5,000 | Taxes | Canada Revenue Agency |
Part 2 – Project
A - Project identification (Questions 53 to 55 in the PDF version of the application form)
Project title (Question 53)
Give a short title that describes your project.
Planned project start and end dates (Questions 54 and 55)
State the planned start and end dates of your project.
Projects are expected to start in November 2024 and must end by March 31, 2027.
We will notify you in writing on the status of your application. You cannot begin any of the proposed activities or incur any expenses until your project is approved. Approval requires both you and the Department to sign a Funding Agreement. Do not assume any commitment until the signing of the Funding Agreement. If you purchase anything for the project after the approval but before the signing of the Agreement, the amount will not be reimbursed, and your project may no longer be eligible.
B - Project description (Questions 56 to 65 in the PDF version of the application form)
The Department uses the information you provide in this section as part of the assessment in determining if your proposed project is eligible for funding.
Project objectives (must clearly link to the program objective) (Question 56)
Objectives are statements of desired change that describe what should be accomplished and provide a context in which progress can be monitored and success can be measured.
Outline the objective(s) of your project. Your objective(s) must be clearly linked to the objective of the Equitable Access to Reading Program (EARP) - 2024 Call for Proposals: to increase the production of alternate format reading materials for persons with print disabilities.
Proposals should include clear and achievable objectives. The objectives of the proposal should be described in terms of quantifiable and measurable goals to be achieved through this project. Multifaceted proposals should include major steps and sub-objectives.
Project objectives should:
- be S.M.A.R.T.: specific, measurable, attainable, relevant, and timely
- be consistent with the program objectives
- identify the specific outcome(s) or expected results that the project is designed to accomplish (example: number of clients served, number of clients trained, number of clients employed, etc.)
- ensure that these outcome(s) are measurable
- identify who will benefit from the project
- show how meeting the project objectives will help to achieve the identified outcomes
Project activities (give clear steps for each one) (Question 57)
Please note that funding may be prioritized for projects that:
- produce alternate formats in one or more Indigenous languages
- produce multiple types (more than one) of alternate format reading materials in hard copy and/or digital alternate formats. For example:
- embossed Braille
- electronic braille file or eBrf
- print-Braille
- audio
- DAISY text or audio
- EPUB3 or accessible PDF
- large print
- meet the alternate format needs of those in rural and/or remote locations, including in the north (ensuring that residents of rural, remote, and/or northern locations have access to the alternate format materials)
Please provide all the following:
- project activities
- linkages between activities and project costs outlined in the budget
- milestones
The information you provide here will have a significant bearing on the assessment of your proposed project and of your organization’s ability to undertake the project successfully.
Activities section should clearly identify the expected target of the production (number of units per type) and clearly describes activities that will increase the production of alternate format reading materials. The proposal should also demonstrate activities that will make alternate format reading materials available to all Canadians with print disabilities, including the mechanism for access.
Your answer to this question must include details regarding all your planned activities. Refer to the program’s Eligibility criteria for examples and additional details on eligible activities.
Applicants must include the following details:
- A description of each activity (including a target if applicable) and explanation of how each one relates to the objective(s) of the project.
- Project activities are the steps that will be taken to meet the objectives of the project. Activities should be specific, measurable, realistic, and relevant to the project objectives and demonstrate how the project outcome(s) will be achieved. Please see list of mandatory and other eligible activities under Eligibility - Activities .
- There should always be a clear link between the project activities and the project objective(s) (see Question 56).
- List the project activities in a logical sequence, including timelines and/or duration of each, and descriptions where needed. Timelines must be clearly established and feasible.
- Clear linkages between the project activities and the project costs outlined in the budget (see Questions 66 - 77 in Part 3 - Funding).
- Costs associated with all identified activities should be reflected in the Budget Detail Template
- Each activity should be clearly linked to the project costs outlined in the budget (Sections 3B and 3C). This should demonstrate your expected progress and plans to complete the project on time and within budget
- Project milestones
- Milestones are significant events or points of progress during the project. These should demonstrate your expected progress and plans to complete the project on time and within budget
- List and explain the major milestones associated with your project and include the timeline for when you expect to complete each milestone
Mandatory requirements:
- produce new alternate format reading materials, available to all Canadians with print disabilities. In the spirit of the Marrakesh Treaty, all titles obtained and produced shall be made available to all Canadians with print disabilities. This means, on a non-profit basis, applicants shall make alternate format copies which can be distributed physically or electronically. Where appropriate, applicants are encouraged to increase public awareness of the new formats created through stakeholder communication, library distribution, databases, etc.
- achieve a minimum production target equivalent to a ratio of at least 1,000 new units of alternate format reading materials per $1 million in contribution funding (this is based on the total funding amount, not just the amount to be used towards production). For example:
- 1 unit or alternate format material for $1,000 in contribution funding
- 25 units of alternate format materials for $25,000 in contribution funding
- 250 units of alternate format materials for $250,000 in contribution funding
- 500 units of alternate format materials for $500,000 in contribution funding
Mandatory Activities
The project must include at least 2 of the following mandatory activities:
- the production of new alternate format reading materials in both Official Languages (for example, English and French)
- the intent of this activity is to increase the number of alternate format reading materials available in French. It has been identified that there is a need to increase the availability of French alternate format reading materials
- the production of new alternate format reading materials of publications other than novels, such as:
- textbooks
- periodicals
- academic journal articles
- cook books
- biographies
- instruction manuals
- other non-fiction materials
- the production of multiple types (more than one) of alternate format reading materials. For example:
- embossed Braille
- electronic braille file or eBrf
- print-Braille
- audio
- DAISY text or audio
- EPUB3 or accessible PDF
- large print
- the production of new alternate formats of published works that are written by and/or reflect the experiences of:
- women
- Black and racialized Canadians
- First Nations
- Métis
- Inuit
- immigrants
- persons with disabilities
- the 2SLGBTQI+ community
See list of other eligible activities under Eligibility - Activities. Other eligible activities are only permissible if the project includes the mandatory activities listed above.
Expected results of the project (Question 58)
Describe the expected results of your project. The expected results of the project must be clearly linked to the project objectives. The expected results must also be specific, concrete, and measurable (qualitative or quantitative) and must be defined as outcomes.
Outcomes are the short-term and intermediate changes that are expected to occur as the result of the project (more than one outcome could be directly related to an objective). They answer the questions "How do we know the project is successful?" and "How do the activities lead to improvements for the beneficiaries?"
The expected outcome for the Equitable Access to Reading Program (EARP) - 2024 Call for Proposals is: Improve or increase access to alternate format reading materials for persons with print disabilities.
Outputs are tangible products, including goods and services that will be produced to generate the desired outcomes; several activities could contribute to one output.
Please choose your project's outcomes from the examples below, and add your own outcomes based on additional activities if required.
Examples of expected results for the Equitable Access to Reading Program (EARP) - 2024 Call for Proposals include the amount of (but are not limited to):
- new alternate format reading materials produced each fiscal year throughout the duration of the project (REQUIRED)
- new alternate format reading materials created in different formats
- partnerships between the not-for-profit sector, for-profit sector (including the publishing sector) and other partners to develop innovative approaches for producing alternate formats
- partnerships between the not-for-profit sector, for-profit sector (including the publishing sector) and/or other community organizations that create awareness and improve equity, diversity and inclusion in alternate format production and accessible publishing
- new alternate format reading materials created in both official languages (English; French) and in Indigenous languages
- new alternate format titles produced with content reflecting the experiences of women, Indigenous peoples, Black and racialized Canadians, immigrants, the 2SLGBTQI+ community, and persons with disabilities
- training sessions provided to help persons with print disabilities use and obtain alternate formats
- training sessions provided to community organizations regarding the types of alternate formats available to help persons with different types of print disabilities to read literature and how to access alternate format
Does the project include indicators to measure results? (Question 59)
A performance indicator provides evidence that results have or have not been achieved. They ensure a proper assessment of the progress achieved towards the intended outputs, outcomes, goals, and objectives of the project. Applicants must provide performance indicators, which will clearly demonstrate how they will measure each anticipated result and ensure their project is progressing as planned.
Measuring results is a way to ensure that you know how your project is progressing towards meeting the expected results. The Department (ESDC) uses the information you provide in this section to assess your capacity to demonstrate results.
Proposals must include at least one result measurement indicator for each of the project's expected results identified under Question 58. This includes an indicator for the project outcome and each of the outputs. In addition, for each result measurement indicator, data collection mechanisms must be provided. Data collection methods include but are not limited to surveys and questionnaires, interviews, direct observation, and document records. Please provide a target for each indicator.
Below are examples of indicators that correspond with the example outputs in Question 58. You may choose the relevant indicators from this list and add your own relevant indicators as needed. Please add a target in brackets beside each indicator you include (number of units per type, if applicable). The target for the first 3 indicators is mandatory..
- Ratio of new alternate format reading material produced per $1,000,000 in funding (minimum target is 1: $1,000) (REQUIRED)
- Total number of new alternate format reading materials created by type of alternate format (such as embossed Braille, electronic braille file or eBrf, print-Braille, audio, DAISY text or audio, EPUB3 or accessible PDF, or large print (REQUIRED)
- Total number of new alternate format reading materials created each fiscal year throughout the duration of the project (REQUIRED)
- Total number of new alternate format reading materials created by type of publication (such as novels, textbooks, periodicals, academic journal articles, cookbooks, biographies, instruction manuals, etc.)
- Number of partnerships between the not-for-profit sector, for-profit sector (including the publishing sector) and other partners to develop innovative approaches for producing alternate formats
- Number of partnerships between the not-for-profit sector, for-profit sector (including the publishing sector) and/or other community organizations that create awareness and improve equity, diversity and inclusion in alternate format production and accessible publishing
- Total number of new alternate format reading materials created by official language (English, French) and in Indigenous languages
- Total number of new alternate format titles produced, written by or with content reflecting the experiences of women, Indigenous peoples, Black and racialized Canadians, immigrants, the 2SLGBTQI+ community, and persons with disabilities
- Number of training sessions provided to help persons with print disabilities use and obtain alternate formats
- Number of training sessions provided to community organizations regarding the types of alternate formats available to help persons with different types of print disabilities to read literature and how to access alternate formats
This information can be provided in Appendix A, using a table similar to this sample:
Alternate Material Category and Type | Audio book | Braille | Accessible PDF | Other (Indicate) | Total Alternate Format Material | % in English | % in French | % in Indigenous Languages | Number in English | Number in French | Number in Indigenous Languages |
---|---|---|---|---|---|---|---|---|---|---|---|
Novel | 50 | 0 | 0 | - | 50 | 100% | 0% | 0% | 50 | 0 | 0 |
Cookbook | 100 | 50 | 20 | - | 170 | 50% | 50% | 0% | 85 | 85 | 0 |
Biography | 200 | 200 | 200 | - | 600 | 60% | 30% | 10% | 360 | 180 | 60 |
Other (Indicate) | - | - | - | - | 0 | - | - | - | 0 | 0 | 0 |
Does this proposed project fit with your organization's other activities? (Question 60)
Describe how the project relates to the ongoing work of your organization. You may wish to highlight how achievements and current activities and/or projects are related to your proposed project. This information helps the Department to determine the extent to which your organization is able to undertake the proposed project and to achieve the expected results.
Include any previous work done by your organization, your partners and your potential partners. Include details as to how your project builds on, and does not duplicate, this previous work.
You may also wish to include details on your project management processes.
Will any of the project activities be delivered in a different location than where your organization is located? (Question 61)
If "Yes", give the main address first and then add other addresses.
If you have more than 5 locations, please continue your answer in Appendix A.
Will your project benefit or involve people in English or French language minority communities? (Question 62)
We commit to enhancing the vitality of the English and French linguistic minority communities in Canada. We support and assist their development and foster the full recognition and use of both English and French in Canadian society. Official language minority communities are English-speaking communities established within the province of Québec and French-speaking communities established outside the province of Quebec.
If your proposed project involves official language minority communities, you should answer "Yes" to this question. Complete the question following the instructions in the application form.
Answering "No" to this question will not invalidate your application.
Is your project targeting equity-deserving groups? (Question 63)
Indicate the vulnerable groups your project is targeting, if applicable.
Will any other organizations, networks be involved in carrying out the project? (Question 64)
Some projects require applicants to secure the involvement of other organizations, networks, or partners. If relevant, describe the other group(s) or individual(s) as well as the role(s) and expertise they will bring to the project.
This information will help the Department (ESDC) to assess the support base for your proposed project.
Organizations intending to undertake partnership activities in their project must include a letter of partnership intent with their application for funding. The letter should include:
- an introduction of the partner organization
- partner roles and responsibilities as they relate to the proposed project such as:
- goals
- objectives
- scope of work
- expected outcomes
- how the responsibilities will be shared between the organizations (any specific tasks or activities)
- the benefits of the partnership such as:
- how the partnership will help to achieve the goals of the project
- how the partnership will benefit Canadians
- the complementary skills and expertise of the partner organization
Does the project address the program’s national, regional, or local priorities? (Question 65)
Not applicable for this Call for Proposal process.
Part 3 – Funding
A - Anticipated sources of funding (Questions 66 to 71 in the PDF version of the application form)
Other sources of funding are not required in this Call for Proposals. However, applicants may seek cash and/or in-kind contributions for their proposed project from other sources of funding. Each program has a "stacking limit", that is, a maximum permitted amount of combined funding from federal, provincial, territorial and municipal governments for any one project or initiative. Contributions to the project cannot exceed 100% of eligible expenditures.
The Department uses the information provided in this section to verify that your funding request conforms to any stacking limit or requirement for funding from other sources.
"Other sources of funding" includes any source of funding (including from your organization) other than the program to which you are applying for funding.
Source name (Question 66)
If you are receiving contributions from other sources, tell us the names of all the organizations that will contribute funds and/or in-kind contributions to this project.
Source type (Question 67)
Tell us what type of organization is providing the cash contribution.
Cash contributions (Question 68)
Tell us how much cash contributions you will receive.
In-kind contributions (Question 69)
In-kind contributions are non-monetary goods or services that may be contributed to the project by your organization or other organizations or partners for which your organization will not be requesting reimbursement. In-kind support may include donated equipment, services or facilities necessary for the proposed project that would otherwise have to be purchased.
To be considered valid, in-kind contributions should contribute to the success of the project, and their monetary equivalent estimated at fair market value.
Confirmed cash and in-kind (Questions 70 to 71)
Tell us if the cash contributions are confirmed. Other contributions are not mandatory for this funding process.
B - Budget (Questions 72 to 75 in the PDF version of the application form)
Applicants must provide an estimate of the project’s costs. ESDC uses the information provided in this section to assess the overall cost of the proposed project, as well as the general nature of the expenditures to be covered by all anticipated sources of funding.
Use the Budget Detail Template (BDT) to provide the information. This must be included as part of the application.
Cost category (Question 72)
Use the budget detail template to help you with the cost categories.
If the project will involve contracting, a rationale and description of the process to select the contractors must be included.
If applicants intend to contract for a value of $40,000 or more, a fair and accountable process that includes the solicitation of a minimum of three bids or proposals is required when contracting for the purchase of project-related goods or services. This includes anyone who is hired to deliver the project who is not an actual employee of the contribution recipient. Failure to comply with ESDC requirements may result in these expenditures being ineligible for reimbursement. In the situation where a contract for goods and services is below the $40,000 threshold, it must still demonstrate the principles of accountability, fairness, and best value for money.
Refer to the program’s Eligibility criteria on the Who can apply page for eligible expenditures.
Planned spending (dollar) (Questions 73 to 75)
Give the total planned spending from all sources, including from ESDC. The amounts should align with those that you put in section A - Anticipated sources of funding of your application for funding.
"Other" means a cash or in-kind contribution from other sources other than ESDC.
C - Budget details (Questions 76 to 78 in the PDF version of the application form)
Associated businesses or individuals (Question 76)
Check all statements that apply to your planned spending of the funding from us.
In carrying out the project, you may need contractors or third parties (outside providers) to carry out part of the project activities, such as reporting.
"Associated businesses or individuals" means:
- an officer, director or employee of your organization, or a member of their immediate family
- a business in which an officer, director or employee of your organization, or a member of their immediate family, has a financial interest
- a business connected to your organization
Third Party: a person or organization that has signed an agreement with the organization under the terms and conditions of a master agreement between the organization and the federal government.
Capital assets: Will capital assets be among your planned expenditures with ESDC funding? (Question 77)
Indicate "Yes" or "No".
If "Yes", explain how your project will benefit from the purchase of capital assets. A disposal plan for the capital assets should also be included.
A capital asset is any single or composite asset with a purchase value of more than $1,000 (before taxes) that is not physically incorporated into another product and that remains functional at the end of the project.
A composite asset is a collection of unique assets that form one identifiable functional unit, where all components are required for the asset to be functional. The collection of assets is treated as a single capital asset if the total cost of all individual items together is greater than $1,000 (before taxes).
For example, a personal computer composed of a hard drive, a monitor, a keyboard, a mouse and cabling are a composite capital asset. Four $300 chairs are not capital assets because each chair is functional on its own and, as single units, fall below the established threshold of $1,000 (before taxes).
Further budget details (Question 78)
Agreements shall not exceed $6 million and the maximum per fiscal year is $2 million per agreement.
Please give your estimated breakdown per fiscal year. Follow the format of this example:
2024/2025 - $X,XXX,XXX
2025/2026 - $X,XXX,XXX
2026/2027 - $X,XXX,XXX
Part 4 – Attestation
(This section is mandatory)
To be considered eligible, an official representative must attest that they:
- have the capacity and the authority to submit an application for funding on behalf of the organization
- certify that the information provided in the application for funding and any supporting documentation is true, accurate, and complete, and
- have read and understood all the program's requirements
To do this, the official representative must provide their name, title and the date.
As this is an attestation, no signature is required.
Appendix A
If you did not have enough space for your answers, use this section to complete questions from previous sections of the application for funding. Specify the question and section meant to be continued. For example, write the following:
Part 2, Section B, Question 56 continued: insert the rest of your answer.
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