EcoAction Community Funding Program: applicant's guide and form: chapter 13

ANNEX A- How to Complete the Application Form

Group Information and Project Contacts

Provide the group contact information, including a brief description of the group’s mandate, years of operation, governance structure, management capacity, etc.  In addition, contact information for two individuals responsible for the project is required. Contacts must be knowledgeable about the contents of the project proposal.

Project and Funding Summary

Indicate the project title, location, and expected start and end dates.  As well, indicate the amount of funding requested from the Program, and other funding sources, and the total value of the project.

When determining your project start date, please take into account that no project can start before April 1 of the following year and the length of time to negotiate a Contribution Agreement with the Government of Canada.


If your project is approved for funding, the summary description you provide in your application may be made available to the public (i.e. posted on Environment and Climate Change Canada's website).  Please be concise and include key measurable results you expect to achieve.


The Application Form includes the following three budget tables: 1) Human Resources; 2) Materials, Supplies and Equipment; and 3) Other Expenditures. This section requires budget details including:

  • an itemized budget of the number of unit(s), unit cost, total cost and distribution of costs among the various funding sources (EcoAction Community Funding Program and other funding sources, including cash and in-kind contributions);
  • an estimate of all expenses and in-kind donations at fair market value (the standard rate for a product or service in your area);
  • a calculation of all volunteer time at fair market value as in-kind contribution;
  • costs of employer contributions made on behalf of employees such as employment insurance contributions;
  • an indication of whether or not the project is expected to generate revenue, through the sale of items, tax reimbursement, etc.  Include an approximate value of the expected revenue and any eligible reimbursement for taxes with the total cash and total project value sums. Any revenue generated by the project is expected to be used toward project activities;
  • breakdown of the amount of funding requested by the Program for the fiscal year; and
  • details of other funding sources including cash and in-kind contributions (this section must identify sources of funding and include a minimum of 50% matching funding).

Please indicate “yes” or “no” in the appropriate box to identify whether a letter from other funding sources is included with the
Application Form. 


If letter(s) are not available at the time a completed application is submitted, they may be sent at a later date. However, if your project is accepted, the agreement will not be signed off until all letters are received.

Project Description

This section requires details about the project, including: 1) environmental priorities, 2) project goal, 3) objectives, 4) human resources and project team experience, 5) work plan, and 6) communications plan.

Environmental Priorities

Identify the Environment and Climate Change Canada environmental priority issue (climate change, clean air, clean water or nature) the project primarily addresses.

Project Purpose

Identify the purpose of the project by describing the environmental issue it primarily addresses and why it is important for the community.

Project Goals and Objectives

Identify project goals and objectives that will be achieved within the timeframe of the project and the expected measurable results. Clearly explain how the project will benefit both the environment and the community. 

Human Resources and Project Team Experience

Provide details about the duties and responsibilities of the position(s) identified in the Human Resources section of the budget.  Who will work on the project (project coordinator, volunteers, consultants, technical experts, etc.)? Identify relevant qualifications and experiences of the project team members to demonstrate the group’s experience and capacity to carry out the project.

Project Work Plan

Provide details of the activities to be undertaken, techniques involved, and the goals and timelines for each activity. What activities are involved and when will they take place?  What methods or techniques will be used?  The work plan must include site-specific details, such as event schedules and seasonal timelines.  You may consider organizing activities and targets into fiscal year quarters according to the following breakdown: April to June, July to September, October to December, and January to March.

Communications Plan

Identify communications products and activities to explain how the community will be informed about the project and its results (e.g., public events, news releases, publications and websites).

Depending on your target audience and in accordance with the Official Languages Act of Canada, you may need to offer services to the public in both official languages.  The EcoAction Community Funding Program may assist with the translation costs associated with this requirement as long as they are included in your project’s budget. For more information, please contact your Environment and Climate Change Canada regional office.


a) Evaluation plan: Provide an evaluation plan that clearly demonstrates how the project goals and objectives will be met.  The plan should include the methodology and any calculations/formulas used to measure your project’s results.  Projects that have strong community engagement and education component must include methodology to measure the extent in which behavioural change will be achieved, e.g. before and after surveys.

b) Performance indicators: Performance indicators are measurable results that demonstrate how your project objectives are met.  All projects must include at least one (1) environmental indicator as per the list of performance indicators below.  Once you have identified which performance indicators to track, assign an appropriate target for each.

Performance Indicators List

ENVIRONMENTAL INDICATORS - Climate change and clean air
Performance Indicator Description Unit Measure
Reduction of greenhouse gas emissions (GHG) Includes: Carbon Dioxide (CO2); Methane (CH4); Nitrous Oxide (N2O); HFCs, PFCs and SF6. # of tonnes (CO2 eq.)
Reduction of emissions of Criteria Air Contaminants (CAC) Includes: Sulphur Oxides (SOx); Nitrogen Oxides (NOx); Particulate Matter (PM); Volatile Organic Compounds (VOC); Carbon Monoxide (CO); and, Ammonia (NH3). # of tonnes
Amount of energy conserved Amount of energy calculated using GJ, kWh, m3, litres, kg (as relevant).
Calculated using usage rates.
# kilowatt hour
Amount of organics composted/diverted from landfill Total kilograms of organics composted/diverted.  May be converted to GHGs using the ECCC GHG Calculator for Waste ManagementFootnote 1
Includes recycling, composting, and anaerobic digestion (a treatment that digests organic waste in the absence of oxygen).
# of kilograms
Performance Indicator Description Unit Measure
Reduction or diversion of kilograms of toxic or harmful waste (per year) Measured by weight (kilograms) of material sent to hazardous waste collection, items not used, items properly disposed of. # of kilograms per year
Reduction of water consumption (per year) Measured as number of litres of water reduced, re-used, conserved.  May be assessed via water metering (pre/post) or using standard estimates. # of litres per year
Area of shoreline protected, stabilized or improved Converting linear kilometres to area by capturing the depth of work and not just the shoreline. # of hectares
Percentage of recommendations from environmental management plans implemented Only implemented recommendations will be captured. % of recommendations
Performance Indicator Description Unit Measure
Area of habitat protected Protected: to maintain the status or integrity of habitat (e.g. land secured through stewardship agreements). Protection noted if done within the timeframe of the project or if firm commitments provided. # of hectares
Area of habitat in which management or restoration actions have been implemented through project activities Includes improvement or restoration actions.  Examples of types of actions taken: debris removal, vegetation plantings, erosion control.  May include aquatic/terrestrial habitat. Converting linear kilometres to area. # of hectares
Amount of indigenous plants, trees and shrubs planted Projects will have built-in conditions to help ensure survival of plantings. # of plants/trees/shrubs
Percentage of indigenous plants, trees and shrubs planted that survived Number of total plantings / Number of plants surviving over at least one winter. % of plants/trees/shrubs
Amount of installed structures used by wildlife Total number of structures installed. # of structures
Performance Indicator Description Unit Measure
Participants in activity(ies) Total number of individuals reached via project activities. # of participants
Jobs created (person/year) Paid employment generated directly by funded projects.  Jobs created include full-time, part-time, temporary, and contract employment generated by the project.
Calculated annually and reported in person/year.
# of jobs created
Volunteers participating directly in project Volunteers are individuals with a role in implementing the project.
Calculated annually and reported in person/year.
# of volunteers
People reached who indicated they would modify their behaviour as a result of project activities Assessed via pre- and post-project surveys as part of project.
Calculated annually and reported in person/year.
# of people

Additional Information

Environmental sustainability

Explain how benefits to the environment and your community will be maintained after the project is completed.

Environmental responsibility

Groups must conduct activities in a manner that is not harmful to the environment.  Explain what measures will be undertaken to ensure the environment will not be negatively affected by the project. 

Prior to the start of your project, an environmental assessment maybe required under the Canadian Environmental Assessment Act, in which case you may be contacted to provide additional information.  This requirement is in addition to any other environmental screening conducted by other levels of government.  Typical activities which may require an environmental screening include, but not limited to: installation of habitat structures; creation of a wetland; and in-stream work.  Furthermore, it is your responsibility to verify requirements and obtain any permits and/or approvals from other federal, provincial/territorial and/or municipal governments prior to the commencement of activities.  Copies of all permits and approvals must be provided to your EcoAction regional office.

Below are some questions that might help you determine the need for an environmental assessment prior to the start of your project.  If any of these apply to your project, please provide the relevant information in the Application Form.  Will your project require:

  • the use of heavy machinery;
  • the use of machinery within 30 metres of a water body (heavy or hand);
  • the application of herbicide (if so what method will be used to apply?);
  • digging, soil displacement, or soil transported to the site;
  • bio-engineering activities;
  • installation, operation, modification, or decommissioning of a culvert, weir, or dam;
  • in-water or near water works, including in-water planting;
  • installation of permanent fencing; or
  • work where species at risk or migratory birds are present on site or on adjacent land.

It is important to discuss the activities of your project with a program officer to determine whether additional information is required with your application. Additional information may be required even if an environmental screening is not necessary. For example: maps to identify sites (no larger than 8 1/2” x 14”); species list identifying the variety and number of plant species to be planted or animal species targeted; details on the construction, installation and maintenance of habitat structures such as bird boxes; details on construction and installation of in-stream structures; seasonal timelines of restoration activities.

Other Relevant Information

The following information is highly recommended but is not required:

  • landowner support letter(s) where restoration activities will occur on private property, confirming that the group has permission to undertake activities on the property;
  • community support letter(s) endorsing the project; and
  • any additional information that will enhance a proposal (e.g., photos, sketches, maps)

The level of detail required should be consistent with the funding requested and the complexity of your project. For example, a group requesting $10,000 for a project may need to provide less detail than a group asking for $80,000 for a more complex project.  If you have any questions about the level of detail required, please contact your regional office.

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