Collaboration centre for strengthening Integrated Youth Services across Canada: Guide for applicants
Table of contents
- Overview
- Application form
- Appendix A: Workplan and progress report template
- Appendices B.1 and B.2: Budget overview and details
- Submission of the application
- Contact us
- Eligible expenditures: Expenditure and review categories
Overview
Health Canada funding seeks to improve health outcomes of all people living in Canada, including minority, equity-seeking groups.
The Health Care Policy and Strategies Program (HCPSP) provides time-limited contribution funding for projects that contribute to improving the accessibility, quality, sustainability and accountability of Canada's health care system.
The HCPSP is designed to support the Government of Canada's commitment to maintaining a strong and effective publicly funded health care system through investments in emerging and demonstrated innovations in the current priority areas.
Initiatives need to include consideration of official languages and sex and gender-based analysis plus, as well as knowledge translation and performance measurement components.
This Guide provides guidance on filling out the full proposal only. Applicants will also need to consult the Call for Proposal document provided to them for further guidance on the funding limits, duration of projects, objectives, eligible activities, expected outcomes, assessment criteria for project proposals and deadline for submission.
Application form
Applicants must fully complete the Application Form and all its appendices. Incomplete applications may not be considered for further review.
Including information that demonstrates the evidence-based assessments, such as literature reviews, environmental scans, gap analyses, and past evaluation results, is encouraged.
Any information provided that exceeds the word limits may not receive consideration in the assessment of the proposal.
The completed application must be signed, and a scanned copy electronically submitted to Health Canada through the Program's email address (hcpsp-ppsss@hc-sc.gc.ca). The original MSWord version should also be submitted at the same time. Additional evidence, as described above, should also be submitted with the application.
Personal information
Health Canada collects personal information, i.e., recipient contact information, under the authority of section 4 of the Privacy Act. The Privacy Act provides the right to access personal information held by the government and protects that information against unauthorized use and disclosure. Information on the Privacy Act and instructions for making requests pursuant to the Act are located in Info Source. A description of the personal information being collected by the HCPSP is found in Personal Information Bank (PIB) Number PSU 914.
Part 1: Project and applicant information
1.1 Project information
This section provides Health Canada with basic information pertaining to the proposed project, including the title, the anticipated duration of the project and the amount of funding requested from Health Canada.
1.2 Organization information
This section provides Health Canada with information on the applicant organization, including the organization's legal name and address, the name and title of the person with legal authority to enter into a funding agreement with Health Canada, as well as information on the legal status of the organization and identification of the privacy legislation and/or policy the applicant organization is required to apply. Information on the incorporation/registration as a non-profit organization is also required in this section.
It is important that any applicant corporation remain in good standing under the laws under which it was incorporated. The Canada Not-for-Profit Corporations Act is the law that governs the internal affairs of federal not-for-profit corporations. When it came into force on October 17, 2011, it replaced the Canada Corporations Act Part II that previously governed federal not-for-profit corporations. Organizations incorporated under the previous Canada Corporations Act Part II were required to transition to the new Canada Not-for-profit Corporations Act before October 17, 2014, to avoid dissolution.
1.3 Contact information
This section provides Health Canada with information on the name and title of the person who is the regular contact for the application. This person may or may not be different from the person who has legal authority to act on behalf of the applicant organization. Fill in this section only if the contact person differs from the person who has legal authority.
Part 2: Organizational capacity
2.1 History and experience; Human resources; Financial and operational capacity
This section requests information about the organization's capacity, which assists Health Canada in determining the organization's ability to effectively manage the project and to achieve the project's intended results.
Provide history and background information on the organization in order to illustrate how the organization is well suited to carry out the proposed project. This section should not exceed 150 words.
Provide evidence that demonstrates how and when the organization has experience in performing activities similar to the activities of this project. This section should not exceed 250 words.
Provide sufficient details regarding the expertise and experience of key people involved in the project in order to demonstrate that:
- the employees involved in and/or those people to be hired or contracted for the project have the necessary expertise and experience to work on this project; and,
- the organization has or will have the human resources required to conduct the project work.
This section should not exceed 250 words.
Indicate whether the organization can make an audit or financial statements available to Health Canada, if requested.
Provide a description of the organization's governance in order to demonstrate that there is appropriate management direction and oversight for the proposed project and team for successful delivery of the project. Examples of information to provide, through documentation appended to the application or a website link, include:
- Board structure and membership;
- Committee Terms of Reference; and,
- Organization structure.
This section should not exceed 250 words.
2.2 Other sources of funding
This section requests information about past and present sources of federal or other funding for this proposed project as well as other related projects.
Part 3: Project details
This section provides in depth details for the proposed project.
3.1 Project priority area and objectives
In this section, indicate how the project falls under the HCPSP priorities, activities and objectives. Choose 1 priority. Choose 1 primary activity. Choose any or all HCPSP objectives that are relevant to the project.
In this section, also indicate how the project will meet the needs of vulnerable or undeserved populations if applicable. Check all listed vulnerable populations that are relevant to the project.
3.2 Project abstract
The project abstract should be non-technical and brief. Activities, objectives, outputs and outcomes should be stated in plain language. This section should not exceed 150 words.
3.3 Need for the project
It is important to show a clear and evidence-based rationale for the project.
Provide evidence that outlines the issue being addressed, demonstrates why the proposed project is needed, and shows that the need is real and current.
If available, use different sources and types of data (e.g., quantitative, qualitative, case studies, needs assessments, gap analyses, literature reviews, evaluation results, consultation reports, relevant studies or statistics) to illustrate the need the organization intends to address and specify whether this data is also available for vulnerable populations that were identified in section 3.1 of the funding request.
If the organization has identified an emerging or demonstrated innovation that will result in the project's anticipated outcomes, describe the evidence.
Indicate how the project complements, aligns with, addresses gaps in, or builds on similar initiatives in other jurisdictions or at other levels (e.g., provincial or regional level). As well, show how the project is aligned with the HCPSP objectives chosen in section 3.1.
This section should not exceed 500 words.
3.4 Project description
The project description should include enough information to provide a clear understanding of the project, the activities and the intended achievements. Greater detail is requested in Appendix A – Workplan and Progress Report template. This section should not exceed 2,000 words.
3.5 Project outcomes
Describe what the project is expected to achieve and how the results of the project will contribute to improvements in the accessibility, responsiveness, quality, sustainability and/or accountability of the health care system. This section should not exceed 500 words.
3.6 Scope and target groups
Provide details on where the activities will take place. For example, identify the geographic location, types or locations of health care settings, or academic institutions. This section should not exceed 250 words.
Describe the target groups expected to directly benefit from the project. For each target group, specify the location, the type (e.g., health professionals, provincial/territorial governments, professional associations), cultural sensitivity, if there is a focus on populations and areas of highest need and, if possible, the number of individuals and their demographic information such as sex/gender/official language spoken. This information will help identify the reach of the project. This section should not exceed 250 words.
Requirements regarding official languages and official language minority communities (OLMC)
In accordance with the requirements of the Official Languages Act, Health Canada is committed to promoting the development of official language minority communities (OLMCs) (French-speaking people outside Quebec or English-speaking people in Quebec), supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society.
Therefore, Health Canada encourages funding applicants to consult organizations representing OLMCs in the health sector (Société Santé en français outside Quebec and the Community Health and Social Services Network in Quebec) in order to have a better understanding of the needs relating to the proposed projects. Each explanation should not exceed 250 words.
Account for related costs (e.g., consultation with OLMCs, simultaneous interpretation, translation) in the project budget. For additional information, refer to the Official Languages Act.
Sex and Gender-based Analysis Plus (SGBA+)
The Government of Canada is committed to Sex and Gender-based Analysis Plus (SGBA+). SGBA+ is an analytical approach to help reflect on and better understand how diverse groups of people may experience policies, programs, and initiatives. These considerations may include multiple factors, such as gender, race, disability and income, and how these factors may interact with each other. The aim of SGBA+ is to develop awareness of the differential impacts on diverse populations in order to enable the development, implementation and evaluation of equitable policies, programs and initiatives.
Applicants are expected to demonstrate how they have incorporated SGBA+ considerations in their proposed project. Before completing their application, applicants are encouraged to complete the Introduction to Gender-based Analysis Plus (GBA+) online course.
This section should not exceed 250 words.
Research ethics approval
All initiatives that involve research with humans must be approved by a research ethics board that adheres to the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans before the research portion of the initiative begins.
Research is defined as an activity designed to test a hypothesis or answer a specific research question, permit conclusions to be drawn, and extend knowledge through the use of scientific methods and standardized protocols, systematic collection or analysis of data, or other types of inquiry.
Research may rely upon quantitative methods or qualitative approaches such as participatory action research, narrative inquiry, or discourse analysis.
Research involving humans as "research participants" includes research with:
- living individuals;
- human biological materials such as tissues, organs, blood, DNA; and,
- information from or about humans, such as information obtained through questionnaires or from records of non-living humans that are not in the public domain.
The following are examples of activities that may be considered research, depending on their purpose:
- questionnaires and surveys;
- enhanced/novel surveillance;
- collection of data or biological materials; and,
- use of databanks or bio-banks.
If the applicant is not sure if the proposed activities will require research ethics board approval, or if the applicant does not have a research ethics board from which to seek approval, contact Health Canada for guidance.
3.7 Provincial/territorial engagement
Letters of support from the appropriate provincial or territorial health ministries may be required. Please consult the Call for Proposal document, which will indicate if letters of support are required or recommended.
3.8 Partnerships
Using the table in the application, list the key project stakeholders and partners and describe their roles and responsibilities and how these relationships add value to the project (i.e., how these relationships will help to achieve and sustain the project results). Further, the Call for Proposal document will indicate whether letters or support or commitment from project partners confirming their collaboration are required or recommended.
If the project includes a focus on Indigenous Peoples, applicants should seek to engage Indigenous organizations in the planning, implementation and evaluation, as appropriate to the proposed project. The application for funding should provide information on these elements. This may include providing letters of support from relevant Indigenous organizations.
If the project focuses on OLMCs, the funding applicant should seek to involve organizations representing OLMCs in the health sector (Société Santé en français outside Quebec and the Community Health and Social Services Network in Quebec) planning, implementation and evaluation, depending on the proposed project. The funding request should provide information on these elements. The project may include letters of support from these organizations.
Part 4: Knowledge translation
Knowledge translation is an active process that includes the synthesis, dissemination, exchange and application of knowledge to improve the health of Canadians.
Proposals should include knowledge translation activities (e.g., stakeholder engagement, dissemination, and implementation). To this end, applicants should provide information about target groups, knowledge translation partners, barriers and facilitators, strategies for dissemination and/or implementation, as well as the evidence for selection of strategies and how knowledge translation strategies will be evaluated.
Applicants should also ensure that the proposed resources for specific knowledge translation activities (e.g., carrying out dissemination or implementation strategies) are included and explained in the project budget.
This section should not exceed 250 words.
Part 5: Sustainability
Sustainability refers to whether the project's outputs and outcomes will continue once funding from the HCPSP ends.
Identify which aspects of the project will be sustained and how anticipated results of the project can be spread. Identify which stakeholders and partners need to be engaged to plan for sustainability and what factors will most affect sustainability.
This section should not exceed 250 words.
Part 6: Performance measurement
The ongoing collection of progress and performance information on the project activities helps the applicant determine the extent to which the project was successful at achieving its desired outcomes and to learn what helped or hindered the project. It also helps Health Canada to understand lessons learned, best practices and how to advance improvements in the health care system across Canada.
Successful applicants will be required to develop a performance measurement plan within three months of signing their contribution agreements. Health Canada staff will be available to provide information, templates and guidance during this process. Annual performance reporting against indicators, targets and baselines in the approved performance measurement plan will be required. Proposed resources for performance measurement should also be included, and explained, in the project budget. This section should not exceed 150 words.
Provide information on potential challenges to performance measurement and how these challenges will be mitigated. This section should not exceed 250 words.
Part 7: Declarations
This section of the application identifies any actual or potential areas of conflict of interest.
Ensure that the application is signed and dated by the appropriate representative of the organization, who has the legal authority to sign. Please choose 1 of the below 2 accepted signature options. Please note that photos of signatures that are copied into the application form will not be accepted.
Option A: Wet Signature with returned scanned copy
An authorized signatory, with access to a scanner or smartphone, can apply a written or "wet" signature to the application form and return a scanned copy of the signed document.
Option B: Password-protected Digital Signature
An authorized signatory with access to a password-protected digital signature can sign the application form electronically.
A password-protected digital signature is an electronic certification of authority that ensures the approved document cannot be changed without detection and authenticates the signer using password-protected certification software such as, but not limited to, Adobe, Foxit, DocuSign, Entrust, Proof, etc.
Appendix A: Workplan and progress report template
The project workplan provides the information required by Health Canada to assess the merit and potential impact of the project. The workplan contains a detailed description for each of the project activities including sub-activities, timelines, and outputs. An incomplete or inconsistent workplan may result in an application being deemed incomplete and may not be considered for further review.
When completing the template:
- Provide an overview of the project activities listed in the project description (in section 3.4).
- Identify the planned activities, sub-activities, and timelines.
- Include the allocated budget for each activity (e.g., Activity #3. Stakeholder Engagement ($20,000)).
- NB: The sum of the allocated budgets for each activity should add up to the total request for funding identified in Appendix B.1.
- Identify the tangible products that will be developed as a result of the activities and sub activities (i.e., outputs).
Successful applicants will use this same template to report progress, at a frequency identified in their contribution agreements.
Appendices B.1 and B.2: Budget overview and details
A detailed budget is needed to accompany the Full Proposal Application Form. It should be noted that the federal fiscal year starts on April 1 and ends on March 31.
Appendices B.1 and B.2 of the application contain a Budget Overview template and a Budget Details template to capture planned expenses for the entire project, per budget expenditure categories. Space or equipment owned by the organization and used for the project can be identified as an in-kind contribution.
For Appendix B.1, complete the worksheet that is relevant to the duration of the project. Provide information on cash contributions from other sources. Include an estimate of the cash value of all in-kind contributions provided by the organization.
Proposed project expenses must be supported by budget details that clearly specify how the dollar amounts were calculated. 1 copy of Appendix B.2 (Budget Details template) should be completed for each fiscal year of the project and must include calculations and justifications for each expenditure category. If there are several meetings or events, use the meeting planner cost template to show the calculations.
Funding must only be used for expenditures that are directly related to the activities of the project. Ongoing operational expenses of the applicant organization and unspecified miscellaneous, overhead or contingency costs are not eligible expenditures.
Allowable expenses include any tax amount paid as long as a rebate of that amount is not claimed for tax purposes. For more information, consult the Canada Revenue Agency website.
Important notes
- All proposed expenses must be directly related to the project. Clearly indicate the expenses for performance measurement and knowledge translation in Appendix B.2.
- Health Canada may request supporting documentation for project expenses identified in the application.
- All travel expenses are closely scrutinized, and must be accompanied by a solid rationale. Provide details about why it is essential for in-person meetings to be held rather than teleconferences, and explain how the proposed travel and meeting participants are related specifically to the project and are not part of the ongoing operations of the organization.
The websites below provide the requirements for calculations of costs related to payroll and benefits, accommodation, travel, meals and incidentals (per diem rates), and hospitality.
No project expenditures may be incurred or reimbursed prior to Health Canada approval of expenditure initiation in accordance with Health Canada's Delegation of Financial Signing Authorities. Eligible expenditures and examples of expenditure and revenue categories are provided at the end of this Guide.
Submission of the application
Receipt of applications will be acknowledged by e-mail within 2 weeks. If you do not receive an acknowledgement, please contact the Program by email.
Health Canada reserves the right to:
- reject any submission received;
- accept any submission in whole or in part; and
- cancel and/or re-issue a funding opportunity at any time.
Please note that Health Canada will not reimburse an applicant for costs incurred in the preparation and/or submission of an application for funding.
Health Canada is under no obligation to enter into a contribution agreement as a result of any invitation to submit an application.
Contact us
To obtain additional information about completing this application for funding, please contact Health Canada's Health Care Policy and Strategies Program by e-mail at: hcpsp-ppsss@hc-sc.gc.ca.
Eligible expenditures: Expenditure and review categories
Personnel
- Full/part-time employees: employee gross salaries (before deductions) for time spent directly on the project.
- Benefits/Employer's share of payroll deductions: such as Employment Insurance, Canada or Quebec Pension Plan, other payroll taxes (e.g. provincial health tax), etc., for full/part-time employees.
- This section should also include vacation pay for employees receiving a lump sum payment instead of paid leave.
Professional services
- Costs for contractual personnel such as temporary help, script writers, translators and interpreters, etc.
Travel and accommodations
All costs for travel related to carrying out the approved project.
- Transportation: private vehicle mileage, airfare, bus pass, etc.
- Living Expenses: meals, accommodations, etc., while on travel status.
- Mileage rates and meal allowances may not exceed Federal Government Treasury Board rates in effect at time of travel.
Materials and supplies
- Office Supplies: stationery, pens, envelopes, etc.
- Project Materials: CDs, reference materials, DVDs, etc.
- Printing/copying: costs for work done by a printing firm, paper, ink, etc.
- Postage: cost of postage, freight, messenger services, etc.
Equipment
The purchase of these items is allowed if cost-effective.
- Office Equipment: rent or purchase of computers (refer to the note below), photocopiers, fax machines, filing cabinets, calculators, etc. for the project.
- Furniture: rent or purchase of furniture if required.
- Special Equipment: rent or purchase of special types of equipment not mentioned above, but necessary to carry out the project.
Note
It is not acceptable for recipient organizations to charge rent for computers they own. It is expected that organizations, as part of their in kind contribution to the project, will give project staff access to their equipment. If the project is putting a strain on existing equipment, organizations may charge the project a fee for computer use (generally this is an hourly or daily fee) and a log must be kept to account for this time.
Rent and utilities
- Rent: rent of space, if necessary (refer to the note below), as well as the cost of any utility that is included in the monthly rental fee.
- Utilities: utilities that are not already covered in the monthly rental fee. In most cases, it is only telephone charges, but in other cases, heat, electricity, water, etc., are not included in the rent.
Note
It is not acceptable for recipient organizations to charge rent for space that they own as it is considered part of their in-kind contribution to the project.
Other costs
- This category is to be used to show the cost for all expenditures that are directly related to the project but do not fit within any of the specific sections above. Examples of costs include: bank charges, insurance, audit, etc.
Performance measurement and knowledge translation
- All costs related to performance measurement activities and knowledge translation for the project should be included in the appropriate budget line item. There is no separate budget line item for knowledge translation. For example, contract fees for an external specialist/evaluator, costs for staff, board members or participants involved in the planning, data collection, analysis and reporting activities, as well as printing/photocopying, etc. should be included in the appropriate budget line item.
In-kind contributions by Application Organization
- In-kind contributions by the Applicant Organization considered essential to the project activities could be in the form of cash-equivalent goods or services, which, if not donated, would have to be purchased with project funds.
Cash contributions from other sources
- Identify the monetary contribution for the project by all partner organizations.
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