Addressing Racism and Discrimination in Canada’s Health Systems Program – Frequently asked questions, glossary

On this page

• Frequently asked questions
• Glossary

Frequently asked questions

Call for Proposals process

Will there be information sessions on how to submit a proposal and complete the application form?

A pre-recorded Information Session video in English and French, with transcripts, is available upon request. The Information Session provides additional background on the Program and outlines the 2022 Call for Proposals, including details and tips on the funding priorities and completing the application

Requests for the Information Session, or any other inquiries relating to the 2022 Call for Proposals can be submitted by email to ard.ard@hc-sc.gc.ca.

How many projects will be funded through this CFP?

The number of projects funded through the 2022 Call for Proposals will depend on a variety of factors, including the number of proposals received and the amount of funding requested by each proposal.

Is there an external review panel assessing the projects?

No, the Program's Review Committee will consist of members internal to the Government of Canada.

When will the Call for Proposals 2022 results be communicated?

Timing of final decisions is dependent on a number of factors. Applicants will be notified on the results of the 2022 Call for Proposals via e-mail provided in the Application Form within a timeframe that allows for projects to be undertaken and completed by March 31, 2024.

Guidelines and priorities

What is "contribution funding"?

Contribution funding is a conditional transfer payment subject to performance conditions specified in a funding agreement that must be accounted for through regular progress performance and expenditure. Contribution funding is subject to audit.

Can one project address more than one funding priority?

Yes, a given project can address more than one funding priority.

Do certain assessment criteria outweigh others?

All aspects of the project are considered as part of the assessment. One element alone, such as partnerships or budget, does not provide a basis for overall approval or rejection of a project. Applications will be evaluated based on the assessment criteria outlined in the Application Guide, compared with other applications received, and prioritized in relation to the funds available.

Applications that address a priority area or are submitted by a priority applicant will be considered for funding first.

What is the difference between collaborations and partnerships?

For the purpose of the 2022 Call for Proposals, the Program defines "partnership" as a working relationship for the entirety of a project (from design through implementation, and monitoring and evaluation), while "collaboration" is defined as a working relationship for one of several components of a project. A "partner" is involved and has significant influence over an entire project, while a "collaborator" has more limited involvement and influence over one or several components of a project.

What are the expected outcomes for the projects?

All projects funded under the Program must contribute to and align with the Program's stated outcomes:

• Health system partners have increased capacity to create culturally safe and inclusive health services for racialized and marginalized communities.
• Health system partners apply knowledge to create culturally safe and inclusive health services for racialized and marginalized communities.
• Health system partners provide inclusive and culturally safe services to racialized and marginalized populations

Application form

How do I submit a proof of eligibility, Letters of Support, and other supporting documents with the Application Form?

Upload any supporting documentation as an attachment to the e-mail with your completed Application Form. This process will vary depending on the e-mail provider you are using.

If you are experiencing technical issues attaching your proof of eligibility, please email us at ard.ard@hc-sc.gc.ca.

How do I submit the Application Form?

1. The form must be submitted using the SUBMIT FORM button.
2. When clicking on the "Submit Form" button, a verification takes place to make sure all mandatory fields are completed. An asterisk (*) indicates mandatory fields.
3. If one or more mandatory field is empty, an error message will pop up indicating the first field that requires attention.
4. Once you have corrected the issue, you can click "Submit Form" again to check and submit the document.
5. You will receive a separate error message for each incomplete field or formatting issue detected in the Application Form.
6. You can repeat this process until no more error messages appear.
7. Please give yourself enough time before the deadline date to work through each error message, and resolve it.
8. When you click on the SUBMIT FORM button, and no errors are found, two things happen:
1. the form will automatically create an email message which is addressed to Health Canada.
2. the completed Application Form will automatically be attached to that email.
9. Remember to attach any supporting documents you are required to submit.
10. The content of the email will be prepopulated, you must click SEND from your email; and it will be emailed to the Program's inbox.

If you are experiencing technical issues submitting your Application Form, please email us at ard.ard@hc-sc.gc.ca.

Can a single organization submit more than one proposal?

No, a single organization can only submit one proposal under this Call for Proposals.

Can applicants use abbreviations when responding to questions in the Application Form?

Yes, you can use abbreviations throughout the Application Form, but please ensure to spell out the abbreviations in their first use.

Can I fill out the Application Form online in the Web browser?

No, you will need to download and save a copy of the Application Form directly on your computer to avoid any data loss and to allow you to save your progress. Once saved on your computer, you can fill out the Application Form at your own pace, saving as often as possible.

Can I print and submit a scanned version of the Application Form?

No. The Application Form is an electronic fillable form and is intended to be completed and submitted using a computer and e-mail. Scanned and printed versions will not be accepted.

If you are experiencing technical issues or require an accommodation, please email us at ard.ard@hc-sc.gc.ca.

Do applicants need to provide a document to prove their eligibility in the Application Form?

Yes. The Application Guide provides a list of documents that you can provide to prove your organization's eligibility. If you are unable to provide a copy of a document as an attachment to the email, you may instead include Web links where the proof of eligibility can be found online.

Which software should I use to complete the Application Form?

Software with PDF editing functionalities is required to fill out the Application Form. If you have any technical issues, please reach out to ard.ard@hc-sc.gc.ca for help.

Budget and expenses

Can eligible expenses incurred before project approval be reimbursed if a project/an applicant is successful and enters into a Contribution Agreement?

No. Expenditures incurred prior to Health Canada's written project approval will not be reimbursed.

Can eligible expenses incurred after a project has been approved, but before the contribution agreement is signed, be reimbursed?

Once Health Canada formally notifies a recipient by e-mail that their project has been approved for funding, recipients may begin implementing their project. Eligible expenditures, beginning from the date they are notified, may be reimbursed once the Contribution Agreement is signed, as long as any expenditures align with the Funding Agreement. Any expenditures that do not align with the Funding Agreement will not be reimbursed.

If a project proposal is successful, will funds be provided upfront or reimbursed at a later date?

Arrangement on how and when funding is provided is determined during the process of negotiating the Contribution Agreement. Funds will be provided upon receipt and approval of a report on actual expenditures.

Where a Recipient can demonstrate the need for an advance, advance payments may be provided. In the event that advance payments are provided, a cash flow forecast shall be submitted by a Recipient before the beginning of the applicable fiscal year to reflect its cash flow needs for the year. Cash advanced to a Recipient will not exceed the Funder's forecasted share of eligible expenditures for the fiscal year.

Is it possible that projects can be approved but for less funding than asked for or for a more narrow scope?

It is possible that the approved project may receive less than the amount requested. It is also possible that the project may be approved, but with a narrower scope of activities.

Is there a minimum and/or maximum amount that can be requested through the Call for Proposals?

The total requested funding for each project must be between a minimum of $100,000 and up to a maximum of $1,000,000.

Will the available funding span over multiple years?

Projects can be of varied duration. Proposed projects should aim to start no earlier than April 1, 2022 and must be completed by March 31, 2024.

Funding is allocated based on fiscal year (April 1 to March 31) and must be spent within that year.

Can funds be transferred to another years?

No.

Glossary

This glossary contains definitions for important terms used in the application form, applicant guide and other documents that could be required in the assessment of your project.

2SLGBTQQIA+: Acronym for Two-Spirit, lesbian, gay, bisexual, transgender, queer, questioning, intersex and asexual. The plus symbol stands for other ways individuals express their gender and sexual orientation outside heteronormativity and the gender binary.

Acute care: Acute care settings provide necessary treatments for severe episodes of disease, illness or injury for a short period of time. They can offer in-patient and/or out-patient services. They include hospitals, nursing services, diagnostic procedures, drug administration, anesthetic facilities and operating rooms.

Administrative costs: Administrative expenses such as office supplies, telephone, fax, internet, utilities, postage, courier, photocopying/printing and rent for office space.

Anti-Indigenous racism: Anti-Indigenous racism is the ongoing racism, discrimination, violence, harm, stereotyping and injustices experienced by Indigenous Peoples. It includes biases, beliefs, behaviours and practices that establish, maintain and perpetuate power imbalances, systemic barriers, and inequitable treatment and outcomes, stemming from the legacy of colonial policies and practices.

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

Audited financial statements: A complete set of financial statements including a statement of financial position, a statement of operations and a statement of changes in financial position. Audited financial statements are completed by a certified accountant who is not part of your organization. The certified accountant performs auditing activities in accordance with generally accepted auditing standards principles.

Capacity building: The process of developing and strengthening the skills, instincts, abilities, processes and resources that organizations and communities need to survive, adapt and thrive in a fast-changing world.

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

Collaboration: A collaboration with an organization involves some type of involvement or engagement at 1 or more stages of the project. This can include various types of consultations.

Colonialism: Attempted or actual imposition of policies, laws, the economies, cultures or systems and institutions put in place by settler governments to support and continue:

• the occupation of Indigenous territories
• the subjugation of Indigenous nations and
• the resulting internalized and externalized thought patterns that support this occupation and subjugation

Community: For the purposes of the 2022 call for proposals, 'community' can be defined as:

• location-based
• for example, cities, towns, neighbourhoods, regions
• identity-based
• for example, racialized populations, gender groups or identities, age groups, professional groups

Community-supported: For the purposes of the 2022 call for proposals, community-supported means that:

• the project addresses a need that the community it is intended to serve
• the project has identified as an issue to be addressed or
• the community has acknowledged their support for

Contribution funding: A conditional transfer payment subject to performance conditions specified in a funding agreement that must be accounted for through regular progress performance and expenditure. Contribution funding is subject to audit. The conditions of payment are specified in a contribution agreement.

Digital signature: An electronic certification of authority that ensures the approved document cannot be changed without detection. It authenticates the signer using password-protected certification software such as DocuSign, Entrust, Proof, Adobe and Foxit.

Discrimination: The Canadian Human Rights Commission defines discrimination as an action or a decision that treats a person or a group badly for reasons, such as their:

• age
• sex
• race
• gender
• disability
• sexual orientation
• national or ethnic origin
• marital and family status

These reasons, also called grounds, are protected under the Canadian Human Rights Act.

Equality: Means each individual or group of people is given the same resources or opportunities. This is not to be confused with equity.

Equity: The recognition that each person has different circumstances and allocates the exact resources and opportunities needed to reach an equal outcome. This is not to be confused with equality.

Evaluation: The systematic assessment of the design, implementation or results of an initiative for the purposes of learning or decision-making.

Evidence: Research, contextual information and experience that helps to understand a problem or approach. Evidence may refer to:

• systematic reviews
• peer-reviewed research
• evaluations of pilot projects or policies
• practice-based evidence
• culturally informed ways of knowing, such as:
• lived experience of people, families and communities
• Indigenous Knowledge
• cultural and Traditional Knowledge

Interventions can take an evidence-based or evidence-informed approach.

Final financial report: Includes, as separate items, the budget and all the revenues realized and expenditures incurred for the given period for the project being funded. A final report is submitted at the end of your project based on the requirements in the funding agreement. Your final report needs to provide the results of the activities you have undertaken throughout your project.

Financial statements: Includes a statement of financial position, a statement of operations and a statement of changes in financial position. Financial statements may be audited or unaudited.

Gender: Roles and behaviours that society associates with being female or male. Rigid gender norms can result in stereotyping and curb our expectations of both women and men. A society's understanding of gender changes over time and varies from culture to culture.

Gender-based analysis plus (GBA+): Analytical process used to assess how diverse groups of women, men and gender-diverse people may experience policies, programs and initiatives. The "plus" in GBA+ means that GBA goes beyond biological (sex) and sociocultural (gender) differences. It includes the multiple identity factors that intersect to make a person who they are, such as race, ethnicity, religion, age and mental or physical disability. Also referred to as sex and gender-based analysis plus (SGBA+).

Health human resources: For the purposes of the 2022 call for proposals, refers to individuals engaged in actions whose primary intent is to enhance health, including providing health care and health-related services. Includes:

• nurses
• dentists
• physicians
• health technicians, such as:
• radiologists
• sonographers
• dental hygienists
• physical therapists
• psychologists
• personal support workers
• other allied health professionals, such as:
• dietitians
• pharmacists
• audiologists
• health facility staff and volunteers
• health facility management and administrators, such as:
• boards of directors

Health outcome: Measurable long-term change in an individual or community health status in terms of health-related quality of life, physiological health or mental health and wellbeing that is attributable to an intervention and assessed using valid and reliable measurement tools.

Health priorities: Physical, emotional, mental, socioeconomic and environmental issues that contribute to a person's or population's overall health that they have identified as a priority.

Health systems: Comprises all organizations, institutions and resources that produce actions whose primary purpose is to improve health. Refers to the institutions, people and resources involved in delivering health care to individuals.

Honorarium: A voluntary payment made to an individual who is not a government employee in situations where payment is not legally required or expected. Are not meant to be used frequently or as a mechanism to deliver a program, particularly on an ongoing basis. Examples of honorariums are tokens of appreciation for volunteer speakers or when engaging in consultations with Indigenous groups.

In-kind contributions: Items and/or services received at no cost (such as by donation) for which you might otherwise have had to pay. In-kind items and/or services can be provided by your organization or other organizations, for which no exchange of money takes place.

Interim reports: Submitted during your project's implementation based on the requirements in the funding agreement. They indicate the results of the activities undertaken for a specific period. They also include a status report on the work to be accomplished and updated revenue and expense reports.

Intersex: Term used to describe a person whose chromosomal, hormonal or anatomical sex characteristics fall outside the typical binary notions of male or female.

Intervention: A coordinated set of activities aimed at achieving positive, measurable changes in health behaviour that lead to improved health outcomes. Can focus on individuals and/or environments and could include program and/or policy actions that would result in changes to health behaviours.

Knowledge mobilization: A dynamic and iterative process that includes synthesis, dissemination, exchange and application of knowledge. This process involves interactions between researchers and knowledge users. These interactions can vary in intensity, complexity and level of engagement depending on the nature of the research, the findings and the needs of the particular knowledge user. Knowledge mobilization turns research into action by using evidence to inform decisions.

Liability insurance: Insurance for claims arising from injuries or damage to other people or property.

National/pan-Canadian scope: Projects that are delivered or have an impact in 3 or more provinces and/or territories.

Partnerships: An agreement between 2 or more parties to work together throughout all phases of a project, from pre-design through implementation and monitoring/evaluation.

People with lived and living experiences: People with knowledge gained from direct, first-hand involvement, experiences and/or choices, rather than through information provided by others.

Queer: Umbrella term for sexual and gender minorities who are not heterosexual or are not cisgender.

Racism: Systemic subordination, oppression and exploitation of specific groups of people based on perceived physical and/or cultural characteristics. Racism is rooted in beliefs and behaviours that assume the biological or cultural superiority of 1 racial group over others. This results in power and privilege for the dominant group and unequal treatment and limited opportunities for oppressed groups.

Scale: Optimize and adapt an effective, evidence-based intervention to new contexts, populations or communities/geographic locations, and achieve an increase in reach or outcomes. Focus is on:

• replicating the previous success for improving health outcomes
• generating meaningful evidence on replicability
• adapting interventions to new contexts without losing the components that make them impactful

Sex (also referred to as sex assigned at birth): Biological sex that a person is assigned at birth based on genitals. Most people are assigned male or female, but a person can also be intersex.

Sex and gender-based analysis plus: See Gender-based analysis plus.

Sexual orientation: Term used to describe a pattern of emotional, romantic and/or sexual attractions. Sexual orientations can include heterosexual, lesbian, gay, bisexual, pansexual, asexual, polysexual and queer.

Signing authority: Means a person or agent of the organization with the legal authorization to commit the entity to a binding agreement.

Systemic racism: Consists of organizational culture, policies, directives, practices or procedures that exclude, displace or marginalize some racialized groups or create unfair barriers for them to access valuable benefits and opportunities. This is often the result of institutional biases in organizational culture, policies, directives, practices and procedures that may appear neutral but have the effect of privileging some groups and disadvantaging others.

Supporting documents: Documents that either support specific statements made in where it is required to declare (for example, proof of incorporation, letters of support, financial statements).

Systems-level (or systemic): Refers to the whole of a system, rather just a part of it. Addressing systems-level or systemic barriers includes addressing the root causes, which are often embedded in networks of cause and effect.

Transgender: Term used to define people who have a gender identity or gender expression that differs from their sex assigned at birth.

Two-Spirit (or 2-Spirit): English umbrella term that reflects the many words used in different Indigenous languages to affirm the interrelatedness of multiple aspects of identity, including gender, sexuality, community, culture and spirituality. Some Indigenous people identify as Two-Spirit rather than or in addition to identifying as lesbian, gay, bisexual, transgender or queer.