Applicant Guide: Community-based projects (up to $25,000) – New Horizons for Seniors Program

From: Employment and Social Development Canada

COVID-19

Due to the coronavirus disease (COVID-19) outbreak, there are changes to this program:

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Part 1 - Organization

Organization identification

Question 1 - Legal name

Provide the legal name of your organization. This is usually:

  • The name associated with your registration with the Canada Revenue Agency (CRA), or
  • The name that would appear on funding cheques

Question 2 - Operating name

Provide the operating, or common, name of your organization if it is different from the legal name.

Question 3 - Year established

Indicate the year of establishment for your organization

Question 4 - Organization type

Select the most appropriate organization type from the following:

  • non-profit organization
  • private sector
  • public sector

Question 5 - Organization category

Select the most appropriate category from the following:

Not-for-profit sector
  • local community, charitable, or voluntary
  • provincial non-governmental organizations
  • national non-governmental organizations
  • not-for-profit band councils
  • non-governmental organizations (NGOs) with a focus on encouraging employment
  • unions
  • associations of workers or of employers
  • Indigenous not-for-profit groups
  • sector councils
Private sector
  • businesses, bodies incorporated or unincorporated
  • banks
  • private universities or colleges
  • Indian band corporations (profit basis)
  • private band councils
Public sector
  • public degree school boards/school districts
  • municipal public health
  • municipal governments and agencies
  • provincial governments and agencies
  • territorial governments
  • public community colleges and vocational schools
  • public degree-granting universities
  • public degree-granting colleges

Question 6 – Canada Revenue Agency (CRA) business number

What is your 15-digit CRA business number? For registered charities and not-for-profit organizations, what is your registration number? For example, 123456789 RR 0001.

If you do not have a CRA business number, provide 1 of the following:

  • your provincial or territorial corporation number. In other words, the number found on your Letters of Patent
  • your Registraire des Entreprises Québec (REQ) number
  • your federal corporation number with Industry Canada
  • a document confirming the proof of operations for your organization

Question 7 – Organization primary address

Indicate the primary address of your organization.

Question 8 - Mailing address

Indicate if the mailing address is the same as the primary address. If different, indicate the mailing address of your organization.

Question 9 - Organization’s primary activities

In 500 words, include the following information:

  • the main activities of your organization
  • any specific groups that use the same facility. For example:
    • seniors club
    • Royal Canadian Legion
    • FADOQ Club, etc.
  • if your organization is the only one in your community that offers a meeting place or accessible communication technology

If applicable, identify the target group(s) that best aligns with your organization’s mandate or purpose. You can select more than 1.

Organization contacts

Question 10 to 13 – Primary contact information

Complete the questions about the main contact person.

Questions 14 to 17 – Secondary contact information

Complete the questions about the secondary contact person.

Questions 18 to 19 - Does your organization owe any amounts to the Government of Canada

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.

Part 2 – Project proposal

Project proposal identification

Question 20 - Project title

Give a short title that describes your project. Do not use “New Horizons for Seniors”, or your organization’s name.

Questions 21 and 22 - Planned project start and end date

Indicate the planned start and end dates of your project.

Note

We expect to make funding decisions in February or March 2021. Projects can start as early as this, but no later than March 31, 2021. You must complete your project within 12 months from the start date.

Question 23 – Amount requested from Employment and Social Development Canada

Indicate the amount you are requesting for your proposed project. It cannot exceed $25,000.

Project proposal description

Question 24 – Project summary

In 500 words or less:

  • identify the need for this project, and demonstrate how your project will address the needs of seniors
  • indicate the expected results of your project. Make sure they are realistic and clearly defined

If applicable, describe how your project targets:

  • vulnerable seniors’ populations (consult the list is in question 29)
  • rural and remote areas

Note

  • Projects that target vulnerable seniors’ populations or rural or remote areas will receive extra points in the assessment
  • You can apply for funding to deliver new programs for seniors
  • You can apply for funding to continue delivering existing programs for seniors
Project example 1

There is a gap between seniors and youth in your community. You propose a project that focuses on bringing seniors and students together. Senior volunteers will share their life experiences and knowledge with students. Students share their life experiences with seniors. Your project activities include reading, tutoring and crafts. You request $17,000 for these activities.

Project example 2

Your organization has a broken dishwasher. An inspector said to replace it because it does not meet sanitation standards. Your current programs and activities for seniors are at risk until you install a new dishwasher. A new dishwasher will allow you to continue your social activities for seniors. You request $700 for these activities.

Question 25 – Program objectives and priorities

In 500 words or less, describe in detail how your project meets:

If your project responds to 1 of the national priorities and reflects the new COVID reality, your application will receive additional points in the assessment.

Note

You can submit a proposal that is not specifically related to the ongoing COVID-19 pandemic. However, you must explain the delivery of your project in the context of the pandemic. This could include elements such as ensuring adequate social distancing, seniors’ well-being, and impacts of technology.

Question 26 - Project activities and timelines

List the activities that will take place. Identify who will do them and when they will be done. Ensure the timelines and milestones are specific, detailed and realistic.

Note

  • In question 30 of this application, you will have to identify the cost associated with each of the activities you identify
  • Seniors must be actively involved in the project’s development or implementation in a meaningful way. Be sure to identify the role of seniors. It is not enough that an organization proposes to carry out an activity and then recruits seniors to take part in it. Consulting with seniors to develop a project of benefit to them is also not sufficient

Examples of eligible activities:

  • organize weekly online sessions for seniors to provide them with support or training and the opportunity to socialize while social distancing
  • organize financial literacy seminars to local seniors inviting financial experts to give tips on how to manage finances
  • provide sessions on how to manage online banking and on avoiding financial scams
  • design and develop a toolkit that would be distributed by volunteers from all age ranges within the community. For example, a tear away sheet with important phone numbers, list of local information hubs, guidelines to accessing various services, etc.
  • capital assistance for age-friendly exercise equipment that would make it easier for seniors to remain actively engaged
  • teach seniors the tools they need to connect with others online
  • have seniors set up meetings with other seniors, creating an online support network of seniors

Examples of COVID-19 relief activities are those that:

  • provide web based seminars on financial health and management during and after the COVID-19 pandemic, such as how to do online banking or how to manage financial planning during and after the COVID-19 crisis
  • develop and deliver virtual information sessions to local businesses to raise awareness on ageism in the workplace and how to be inclusive when implementing COVID-19 employee safety measures
  • deliver virtual learning and information sessions that identify some of the risk factors that contribute to mental health issues and providing tips on how to address or prevent them
  • organize a virtual volunteer expo for organizations in need of volunteers, to support them to recruit during this period of increased demand for services due to COVID-19
  • recruit senior volunteers to virtually deliver “story time” to young children in the community or to provide academic help while social distancing

Ineligible activities include, but are not limited to:

  • activities where the role of seniors is minimal or not clearly described
  • core operational activities (activities regularly or normally carried out by your organization)
  • projects seeking funding to renovate or maintain an establishment that is:
    • not owned by the applicant; and
    • does not provide direct seniors’ programming (for example theatres, health and care establishments such as health and foot clinics)
  • items of a personal or medical nature such as:
    • wheelchairs
    • scooters
    • cardiopulmonary resuscitation (CPR)
    • first aid equipment
    • automated blood pressure monitor
    • defibrillators
    • hearing aids
  • transportation to provide a personal service to seniors in urban areas:
    • transportation services for appointments
    • home visit
    • service call
    • meal delivery service
  • purchase of land or buildings, including new construction
  • repairs or renovations to a building or the purchase of equipment for a new building that your organization does not yet occupy
  • programs or services that fall within the responsibility of other levels of government

Question 27 – Project location

Indicate if project activities take place at the organization’s primary address. If at a different location, indicate the address for the other locations.

If your project takes place in a rural and remote area, your application will receive extra points in the assessment.

Question 28 - English or French linguistic minority communities

Indicate if the project will involve or benefit people in English or French linguistic minority communities. If so, explain in 250 words or less how it will do this.

Question 29 – Project target population

Indicate if your project targets vulnerable seniors’ populations. If so, indicate the target group(s). You can select more than 1.

If your project targets vulnerable seniors’ populations, your application will receive extra points in the assessment.

Part 3 - Budget

Question 30 - Project costs

List each activity that you described in question 26. Then, indicate the associated cost with each of those activities. Costs must be reasonable and support project activities. The total in this question may be higher than the amount listed in question 23.

Quote

You must provide 1 quote for each repair and renovation activity.

Note:

Salaries, wages and mandatory employment-related costs (MERCs) must not be more than 25% of the funding request from the program. If the amount you request exceeds this threshold, we will adjust the amount requested so it meets the 25% maximum.

You can use the following calculation:

  • requested funding ($) x 25% (0.25) = maximum amount for staff wages

For example: You request $25,000 from us. $25,000 x 0.25 = $6,250 is the maximum amount you can request from us for staff wages.

Ineligible costs include, but are not limited to:

  • activities where the role of seniors is minimal or not clearly described
  • salaries for elderly caregiving services
  • core operational expenses of an organization, such as:
    • salary dollars unrelated to project activities
    • utilities
    • day-to-day maintenance of facilities including general operating costs of your organization that are not related to this project
  • transportation to provide a personal service to seniors in urban areas, such as:
    • transportation services for appointments
    • home visit
    • service call
    • meal delivery service, etc.
  • purchase of land or buildings, including new construction
  • repairs or renovations to a building or the purchase of equipment for the new building that your organization does not yet occupy
  • decorating and beautification costs, such as:
    • painting
    • landscaping for aesthetics purposes
  • unexpected costs, planned contingency costs, or costs for potential price increases

Question 31 - Funding sources

List the name for each organization providing funding. Indicate the type of funding and value associated with it.

The amount requested from us must match the amount in question 23. The total amount at the end of this question must match the total amount in question 30.

Example of how to fill out the budget section:

ABC Senior’s Club is submitting an application for a project to improve the social participation of immigrant seniors in Toronto. As part of the project, seniors involved with the organization will conduct:

  • run English Cafes where immigrant seniors can practice their English conversation skills:
    • snacks (cost: $1,000)
    • rental space for English cafes (cost: $2,000)

In addition, the club will:

  • provide transportation to various social outings (cost: $3,000)
  • organize and implement fraud and elder abuse workshops:
    • workshop facilitators fees (cost: $ 5,000)
    • rental space for workshops (cost: $5,750)
  • advertise (cost: $2,000)
  • hire a part-time program assistant to help administer the project (cost: $6,250)
  • cash contribution of $2,000

ABC Senior’s Club will also work with XYZ Seniors Community who will provide:

  • access to their fitness facilities ($8,000 value)
  • additional cash funding ($4,000)
Image 1: Example of a completed budget table
Image 1: Example of a completed budget table
Image 1: Text version

This table is an example of a completed budget section for question 30 of the application form. It consists of a list of activities or services on the y axis. It indicates cash and donation (in-kind) and the value of each on the x axis.

The first column lists examples of eligible activities. This list includes:

  • part-time program assistant
  • promotion and advertising
  • van rental for social outings
  • workshop facilitators
  • rental space for workshops
  • rental space for English cafes
  • snacks for English cafes

The second column is a set of check boxes to indicate activities funded with cash.

The third column is a set of check boxes to indicate activities funded with a donation (in-kind).

The fourth and last column is a value associated with each activity.

The bottom row is the total cost of eligible activities or services.


Image 2: Funding sources for the proposed project costs
Image 2: Funding sources for the proposed project costs
Image 2: Text version

This table is an example of a completed funding section for question 31 of the application form. It consists of a list of organizations that are providing funding to your project on the y axis. It indicates cash and donation (in-kind), amount confirmed, and the funding amount on the x axis.

The first column lists examples of organizations that will provide funding towards the project. This list includes:

  • Employment and Social Development Canada
  • XYZ Fitness - fitness facilities
  • XYZ Fitness – cash funding
  • self-funded

The second column is a set of check boxes to indicate if the funding will be provided with cash or donation (in-kind). There is also a check box to indicate if the source of funding is confirmed.

The fourth and last column is a value associated with each funding source.

The bottom row is the total funding for eligible activities or services.

Question 32 – Budget details

Provide the following information:

  • provide a brief and clear justification of how you intend to use the money
  • demonstrate that the costs are reasonable and support the project activities

Part 4 – Program specific questions and checklist

Question 33 – Program objectives

Choose 1 program objective that your proposed project supports. If your proposed project is requesting capital assistance, you must choose 2 program objectives.

Question 34 – National priorities

If applicable, choose a national priority that supports your proposed project. Projects that meet at least 1 of the national priorities will receive extra points in the assessment.

Question 35 – Community support

In 250 words or less, describe how your community supports this project. Include the following in your response:

  • the need for the proposed project in your community
  • how your project will likely benefit the community (in 1 or 2 sentences)
  • the types of people or organizations that will benefit for your project activities

In addition, provide a letter or document that shows community support for your project.

Letter of support

Provide 1 letter or document from another organization or group showing community support for your project. A sample letter may be shared with the supporting organization.

Find a sample letter for supporting organization

Letters of support must come from other groups or organizations, such as:

  • a local church
  • your financial institution
  • a local golden-age club
  • your Member of Parliament (MP)

Letters from project partners or members of your group or organization are not valid.

Letters must be current (recent) and must include:

  • the name and description of the organization offering support
  • address and phone number of the organization offering support
  • the name, position title, signature of the author, and the date
  • where possible:
    • be written on the author organization’s letterhead
    • include the website address and email address

Letters must clearly endorse the project and clearly demonstrate the following:

  • knowledge and support of your organization
  • knowledge and support of your proposed project
  • the need for the proposed project in your community
  • how your project will likely benefit the community (in 1 or 2 sentences)

In addition:

  • If the organization supporting your proposed project is aware of a previous activity that your organization undertook that was a success, it may be referenced in the letter to demonstrate their view of your organization’s value to seniors.

Question 36 – Indicate the number of seniors and non-seniors who will take part in the planning and design of the proposed project activities

Indicate the number of seniors and non-seniors who will take part in the planning and design of the proposed project.

In 250 words or less, provide the following information:

  • demonstrate how seniors will be actively involved in the planning, development or implementation of your proposed project
  • outline the participation of seniors in the project activities

Note

Seniors must be actively involved in the project’s development or implementation in a meaningful way. Be sure to identify the role of seniors. It is not enough that an organization proposes to carry out an activity and then recruits seniors to take part in it. Consulting with seniors to develop a project of benefit to them is also not sufficient.

Question 37 – How many individuals will benefit from the proposed project activities once the project is complete

Specify the number of seniors and non-seniors that will benefit from the project.

In 250 words or less, provide the following information:

  • demonstrate how your project will contribute to improving the social isolation of seniors
  • demonstrate how seniors will benefit from the project
  • describe how it will benefit the community

Your community or other communities in the area should benefit from your project. For example, seniors can gather community members to clean up a local park and arrange community activities. This will result in a more inviting park for social gatherings, and lead to increased cooperation. This then further improves the community through the partnerships that are developed.

If a specific group will benefit from this funding, please include this information. Although this program focuses on seniors helping their communities, the people who benefit most from the project can include people in the community who are not seniors.

Program checklist

Review the checklist carefully. Make sure you have all the documents you need before you apply. If we find your application is incomplete, we will provide you with notice by email. You will have 10 business days to submit the missing information. If your application is not complete by that time, we may reject it.

Section C – Part 5 – Attestation

For your application to be eligible, an official representative must attest, or confirm, that he or she has:

  • the authority to submit the proposal
  • provided accurate information
  • read and understood the program’s requirements

In order to do this, the official representative must:

  • check the 3 boxes of the attestation
  • provide their name, title and the date

As this is an attestation, no signature is required.

Sample letter for supporting organization

Example letter

[Date]

Employment and Social Development Canada (ESDC)

New Horizons for Seniors Program (NHSP)

Regional office address

Subject: Support letter “Driveway Repair”

Dear contact name,

I am writing to you in support of an application submitted by ABC for Seniors Centre, in [location], for funding through the Community-Based projects stream of the New Horizons for Seniors Program (NHSP).

ABC for Seniors Centre is a central feature in [location], serving members of the larger public who rely on their facility as an important community hub. It is a popular Centre, used for various events including AA meetings, Girl Guides, Sage Zone (a fall prevention program for seniors), music groups and more. The Centre also hosts a range of activities and gatherings, such as luncheons and a regular music program, which provides socialization and volunteer opportunities designed to maximize the social participation of seniors.

Currently, ABC for Seniors Centre’s parking lot is decaying. The asphalt is cracking, resulting in significant tripping hazards for seniors and others who have mobility issues. As well, the accessibility ramp needs to be reinforced. That is why they are applying for $25,000 in funding to make these necessary repairs and ensure the space is fully functional and safely accessible to seniors and the community at large. This restoration will allow continued volunteerism among seniors and other generations, which is a greater challenge in our community than ever because of the impact of the COVID-19 pandemic. Similarly, the pandemic is challenging our seniors’ ability to socialize and to get involved. This project will facilitate the social inclusion of seniors by providing accessible space for programs and activities. It will also ensure that the Centre is able to continue to provide ongoing opportunities to support healthy aging in community.

I fully support ABC for Seniors Centre’s application for funding, as it will improve safe access for a wide cross-section of individuals, including vulnerable seniors, to a very important facility. Their project will enable seniors in [insert location] to share their knowledge, skills and experience with others, and improve seniors’ social well-being and community vitality. With the new funding, the Centre can continue promoting volunteerism to increase their capacity, building important social support networks for senior and engaging them in social activities. Further, NHSP funding will allow the Centre to continue to deliver on its mission to reach out to the community and support those in need. With this in mind, I respectfully request that you provide every consideration to granting your approval of this funding request.

Thank you for your time and consideration of this important matter.

Sincerely,

Name
Title

Name of business
Address

Support letter template

[Date]

Employment and Social Development Canada (ESDC)

New Horizons for Seniors Program (NHSP)

Regional office address
[City, Province, Postal code]

Subject: Support letter “[Project title]”

Dear contact name,

I am writing to you in support of an application submitted by, “[Project Title]”, submitted by organization [organization name] in [insert location], for funding through Community-based stream of the New Horizons for Seniors Program (NHSP).

[Provide a brief description of the organization, the impact it has on seniors in your community, and why you support it.]

The outlined project will [Provide a brief description of the project and the impacts it has on seniors in your community].

Provide a brief description on how the project will advance the established National Priorities (supporting healthy ageing, preventing elder abuse and fraud, combatting ageism, celebrating diversity and promoting inclusion, improving seniors’ access to government services and benefits, and adapting community-based organizations to a more virtual environment). In addition, please provide a brief description on how the project will mitigate or take into account the impact of the COVID-19 pandemic on seniors.

I support this project as it will support local and community needs such as [provide at least 1 example]. Overall the project will benefit our community by [provide a short sentence or 2].

For the reasons noted above, I am excited to support your funding request.

Yours sincerely,

Name
Title

Name of business
Address

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