Open calls for proposals: How to develop your application

Call for proposals 1: Women’s Economic and Leadership Opportunities Fund
Call for proposals 2: Women’s Capacity Fund

3. How to develop your application

The first step is to create an account in the Online Application and Intake System (ONAIS). Consult the ONAIS system user guide to find more information on how to create an account. The guide also explains how to complete, submit, and track an application.

We recommend that you read this section while completing the application. It provides important details on the information and documentation we need. We will review your application using:

• Eligibility criteria: basic requirements you must meet
• Assessment criteria: other requirements we use to evaluate the strength of your application. We will assess only eligible applications. 

We have indicated the criteria in the instructions below. We will consider only the information we requested in the application form to assess your proposal.

Before starting an application, we encourage you to attend a virtual information session and to take the free online course Introduction to Gender-based Analysis Plus (GBA Plus). It will help make your project more inclusive.

In this section

• Part A: Organization information
• Part B: Primary contact person’s information
• Part C: Secondary contact person’s information
• Part D: Project information
• Part E: Budget
• Part F: Declaration

Part A: Organization information 

The information requested in this section needs to be entered in your organization’s profile in the Online Application and Intake System (ONAIS). We recommend you review this information before you apply to each call for proposals. There are instances where we will request more information. For example, this time we ask that you add information in your answer to the mandate question. Also, you may need to update your contact information.

Legal name

State the legal name of your organization. You can find it on your certificate of incorporation or registration or on a document from the Canada Revenue Agency. If it is an acronym, give the full legal name.

If there is no legal name, state the operating or common name of your organization. If it is an acronym, give the full operating name.

Operating name

State the operating or common name of your organization if it is different from the legal name. The operating name is the most used name of your organization. If it is an acronym, give the full operating name.

Legally constituted (new information)

You must provide proof that your organization is legally constituted. We will not assess your application without this proof. There are two ways you can prove that your organization is legally constituted:

• certificate of incorporation issued by a provincial or territorial authority

Or

• certificate of incorporation issued under the Canada Not-for-profit Corporations Act. 

Indicate how your organization is legally constituted.

If you selected “created under an Act”, indicate which one (for example, Indian Act, University Act). In most cases, organizations also have a certificate. If this is the case, you must upload a copy of the certificate to avoid any delays. For example, organizations created under the British Columbia Societies Act or under the Loi sur les compagnies in Quebec also have a certificate.

If you selected “incorporated”, you must upload a copy of the certificate. The incorporation number is on the certificate.

Note that if your organization is a registered charity, it does not automatically mean it is legally constituted. We will not assess your application if the only proof you provide is your notification of registration as a charity.

Eligibility Criteria:

• The applicant is a Canadian, legally constituted organization.
• The application includes a valid certificate that proves the organization is legally constituted.

Type

Select your organization’s type.

All applicants under these calls for proposals must meet the following criteria:

• be a Canadian organization
• be a legally constituted not-for-profit organization
• have proof of incorporation or be created under an Act.
• have experience in advancing equality for women. To show this, you must provide your mandate or describe your organization’s experience.
• be one of the following:
  • Women’s organization
  • Indigenous women’s organization
  • Equality seeking organization (not eligible for Call 2: Capacity-building) 

Eligibility criterion:

• The applicant is an eligible organization.

Organization scope

Indicate the scope of your organization as it currently appears in your mandate:

• Local: The organization’s activities cover at least one community, such as a town or city.
• Regional, provincial, or territorial, interprovincial, or inter-territorial: The organization's activities cover part or all a province or territory or many provinces or territories.
• National: The organization’s activities have the potential of impact across Canada. 

Address

Provide the street address of your organization.

Organizations in Quebec

The Quebec National Assembly adopted the Act respecting the Ministère du Conseil exécutif (M-30). It sets out conditions for organizations that want to sign an agreement with the federal government. Organizations must comply with the Act respecting the Ministère du Conseil exécutif (M-30).

If your organization is in Quebec and meets one of the following criteria, it is subject to the Act:

• the majority of your members, board of directors or executive members, come from the Quebec public sector. This includes any person appointed by the Government of Quebec: a minister, a government agency, a municipal body, a school board, or another public agency
• your personnel are appointed in accordance with the Public Service Act of Quebec
• the majority of your financing comes from Quebec public funds. For example, funding from the Consolidated Revenue Fund, a government agency, a municipal body, or a public agency 

Organizations subject to the Act must get authorization from the Government of Quebec. Only then can they sign an agreement with the department. If your project is selected, we will provide you with more information.

If your organization’s street address is in Quebec:

• provide your organization’s most recent financial statements
• indicate if your organization meets one or more of the criteria under the Act
• if your organization has received a Ministerial Order from the Government of Quebec, please upload the most recent order now. If not, continue to the next question

Confidential address

Indicate if the street address of your organization is confidential, such as the address of a shelter.

Telephone and email

Provide the telephone number and email address of the organization.

Preferred official language of communication

Choose the official language in which you wish to communicate.

Mandate

Indicate your organization’s mandate as it appears in your governing documents and website, if applicable. (maximum 400 words)

Eligibility criterion:

• The organization has experience in advancing equality for women. 

Governance

Explain the type of governance body your organization has in place. Examples include a board of directors or an advisory committee. (maximum 400 words)

Explain how your governance body oversees the work of your organization. Include how often it meets to review its resources, activities, and outcomes.

Describe what changes, if any, there have been to your governing body or senior management in the last two years. Describe the impact of these changes.

Assessment criterion:

• The application demonstrates that the organization can manage and support the project. 

Amounts owing

Indicate if your organization owes any amount to the Government of Canada. If so, add the name of the department or agency, the amount owing, the nature of the debt and if a payment plan is in place.

Part B: Primary contact person’s information 

The primary contact person is who the department may communicate with about this application. This person must know the details of the proposed project. Give the primary contact person’s name, title, phone number and email. We will send all correspondence to the primary contact person’s email.

Part C: Secondary contact person’s information 

We will contact this person in the absence of the primary contact person. This person must also know the details of the proposed project. Give the secondary contact person’s name, title, phone number and email.

Part D: Project information 

How you heard about the CFP

Indicate how you first heard about these calls for proposals.

Call for proposals to which you are applying

Indicate to which call for proposals you are applying:

• Call 1: Systemic change
  • Stream A: a new systemic change project
  • Stream B: scale a successful systemic project
• Call 2: Capacity-building 

Women’s Program pillar

Note that this only applies to Call 1: Systemic change. Projects in this call must seek to advance systemic change, by addressing barriers to:

• women’s economic security and prosperity; and/or
• women’s representation in leadership and decision-making roles. 

Eligibility criterion:

• Only applies to Call 1: Systemic change: The application addresses barriers to women’s economic security and prosperity; and/or women’s representation in leadership and decision-making roles. 

Evidence of success of past systemic change project (only applies to Call 1 Stream B – scale a successful systemic change project)

All applications to scale a project must include evidence that the project has advanced systemic change. Usually, evidence is only available for completed projects or those that are almost complete.

Evidence should demonstrate that:

• The project worked to remove root barriers to gender equality in a system rather than changing women to fit the system.
• At the end of the initial project, one or more of the project outcomes advanced gender equality.
• The project advanced systemic change. 

Use qualitative or quantitative evidence to demonstrate positive results from a project evaluation, a final report, surveys, case studies, interviews, testimonials, news story, statistics, or reference letters.

Examples of evidence could include:

• Change gender norms and attitudes: give evidence from surveys or focus groups that show a change in gender norms and attitudes.
• Support positive changes to authority, voices at the table, and decision-making power: describe the change in power distribution.
• Increase networks and collaboration: describe how your project helped people work together to advance systemic change.
• Encourage more effective and equitable sharing of resources: describe how your project resulted in a change in distribution of resources.
• Change policies and practices: describe the changes in law, policy, or practice. 

Assessment criterion:

• Only applies to Call 1: Stream B – scale a successful systemic change project: The application gives evidence of systemic change in the original project. 

Experience in advancing equality for women

Describe your organization’s experience in advancing equality for women. (maximum of 400 words)

Examples include your organization’s efforts to:

• change systems to advance women's equality.
• boost the representation of women in a sector.
• improve women and girls' life skills.
• connect trans women with care providers. 

Eligibility criterion:

• The application demonstrates that the organization has experience in advancing equality for women.

Title

Provide a brief and descriptive project title. (maximum 15 words)

Anticipated start date

Indicate the anticipated start date of the project. Projects should start no earlier than March 2024.

We will only reimburse eligible costs incurred after the signature of the agreement. We will remove the costs of activities before March 2024.

Anticipated end date

Indicate the anticipated end date of the project.

You must complete your project by:

• Call 1: Systemic change
  • Stream A: a new systemic change project: March 31, 2027.
  • Stream B: scale a successful systemic project: March 31, 2026.
• Call 2: Capacity-building: March 31, 2026. 

We will remove the costs of activities continuing after those dates.

Assessment criterion:

• The project will end no later then:
  • March 31, 2026 (Call 1 Stream B and Call 2)
  • March 31, 2027 (Call 1 Stream A) 

Project reach

Indicate the project reach:

• Local: Project activities cover at least one community, such as a town, city, or regional municipality.
• Regional, provincial, or territorial: Project activities cover parts of a province or territory; an entire province or territory; or a few adjacent provinces and territories. Projects that cover one of Canada’s three largest municipalities would qualify as regional: Greater Toronto, Greater Montréal, and Greater Vancouver area.
• Pan-Canadian: Project activities must have impact in at least four WAGE regions and be carried out in both official languages (both official languages not required for Indigenous organizations). 

For Call 2: Capacity-building: Select the same option as your organization’s scope. If you chose “national” for your organization scope, please select “pan-Canadian.”

Assessment criterion:

• The total amount requested respects the maximum amount for the project type. 

Activity location type

Indicate if most of the project activities will take place in a rural or urban area, or both. A rural area is an area outside settlements with 1,000 people or more and has less than 400 people per square kilometre (see Statistics Canada).

Indicate if most activities will take place in a remote area. A remote area is an area that:

• has infrequent flights
• has no roads in or out of the area
• only has a forestry truck road
• has road access only in winter 

Indicate if project activities will take place in a northern area. A northern area is one of the three territories or an area above the:

• 50th parallel in Newfoundland and Labrador
• 54th parallel in Quebec or Ontario
• 53rd parallel in Manitoba
• 54th parallel in Saskatchewan, Alberta, or British Columbia 

This information can be found on the LatLong website.

If there are extra costs, these assessment criteria apply:

• The application supports increased costs due to activities in a remote or northern area.
• The work plan includes activities in a remote or northern area.
• The budget includes costs for activities in a remote or northern area.
• The extra costs are only for activities that take place in a remote or northern area. 

GBA Plus

Before completing an application, we encourage you to take the free online course: Introduction to Gender-Based Analysis Plus (GBA Plus).

GBA Plus is a process used to assess how diverse people may experience policies and programs. The “plus” in GBA Plus acknowledges that GBA goes beyond sex and gender differences. We all have many identity factors that intersect to make us who we are. GBA Plus also considers many other identity factors, like ethnicity and age.

 Describe how you incorporated GBA Plus in your project design.

Assessment criterion:

• The application shows the organization considered the results of its GBA Plus in its proposed project. 

Needs to be addressed

Describe the need that your project will address. Include evidence to support the existence of the identified need. Identify the element(s) of the discriminatory system you will be working to change.  Include any adjustments you made based on your Gender-Based Analysis. (maximum of 400 words)

Describe how this project would meet the needs of specific underserved groups: Indigenous; living with disabilities; members of 2SLGBTQI+ communities; newcomer, Black, racialized, and migrant women; members of official-language minority communities; seniors; young women and girls; low income; and/or living in a rural, remote and/or northern community.

Assessment criteria:

• The application identifies needs that are relevant to the call for proposals.
• The application shows the organization considered the results of their GBA Plus. 

Project objectives

The project objectives must align with the objective of the call for proposals and stream to which you will submit a proposal.

Project objectives describe what you will do and how you will track progress and measure success. They should be clear and practical and describe measurable goals.

Indicate the project objectives (maximum 400 words):

• provide details on how they contribute to the stream of the call for proposals’ objective
• include references to the issue or need the project will address
• state how your organization will measure success 

Assessment criterion:

• The project objectives align with the call for proposals’ objective. 

Population that will benefit from the project

Indicate the gender of the population that will benefit from the project (up to a maximum of two unless “All genders” was selected). A person's gender may differ from the sex assigned to a person at birth. The categories “All genders”, “Men” and “Women” below are considered inclusive of both cisgender and transgender individuals. If the project focusses on benefiting another gender, choose the “Those not listed above” category.

Indicate the age group of the population that will benefit from the project (up to a maximum of two unless “All ages” was selected).

Indicate the primary identity factor that best describes the population that will benefit from the project. Select only one or “All Canadians”.

If the project focusses on benefiting Indigenous people, indicate whether the majority identifies as First Nations, Inuit, Métis, unaffiliated, or urban Indigenous, as applicable. Indicate if the project focusses on benefiting First Nations off reserve, First Nations on reserve, or all First Nations people.

If the project focusses on benefiting individuals who identify as 2SLGBTQI+, indicate which population group it aims to benefit. If the population that will benefit from the project is another population, indicate it using the “Other” category. (maximum of five words)

If the project focusses on benefiting racialized individuals, indicate which population group it specifically aims to benefit. If the project focusses on benefiting another racialized population, indicate it using the “Other” category. (maximum of five words)

Indicate the secondary identity factor that best describes the population that will benefit from the project. Select only one or “All Canadians”.

Indicate all other identity factors that best describe the population that will benefit from the project.

Representation

Indicate whether your organization’s leadership reflects the population that will benefit from the project. This includes the governance body or others with the power to make decisions.

We may use this information to prioritize applications that:

• are submitted by organizations representative of the population they serve
• address any other gap as deemed a priority by the department 

People served

Indicate the number of people served each year by your organization. If you represent a network of partners or of members, indicate the total number of people served each year.

Engagement

Describe how you will engage and involve the community affected by the issue or need. (maximum 350 words)

Engagement is a dialogue so that those affected by the issue can influence decisions. They may want to take part in the project in different ways. They may want to provide advice, help design the project, or work on some activities.

Assessment criteria:

• The application demonstrates that the population who will benefit from the project will be involved in the project.
• The application shows the organization considered the results of its GBA Plus. 

Work plan

The work plan provides information on the key activities and timelines. Organizations often rely on detailed work plans to manage projects. For this application, only include the steps that will help achieve your objectives. Do not include all the steps you will take to manage the project, such as hiring an employee or reporting on your project. If the project is approved, you will need to report on all activities to the department. Writing reports will be easier if you only include the important activities.

The key activities you propose need to:

• be realistic given the available funding
• be listed in chronological order
• be well-defined
• be linked to project objectives and deliverables
• have timelines that are feasible for the proposed activities
• show how project outcomes will last after the project ends
• involve partners or stakeholders, if applicable
• demonstrate activities in a remote or northern area if applicable 

Read the Activities section for more information on those we can support.

Call 1: Stream A – a new systemic change project: You must use part of the funding to undertake an external project evaluation to measure and assess the project’s impact. This includes an evaluation plan and a final evaluation report. If your work plan and budget do not include an external evaluation, you will need to add it to your project if approved. No additional funds will be available after approval.

You may include cultural and emotional supports in your activities.

For activities that will take place across Canada, you may include translation or other supports.

Compare the work plan to your budget to ensure you have the resources required to carry out the activities.

Eligibility criteria:

• The application is complete, including the work plan.
• The work plan activities are eligible and aligned with the objective of the call for proposals. 

Assessment criteria:

• The work plan and the application provide a clear description of each activity.
• The activities are eligible and measurable.
• The work plan and the application show how the activities are relevant to the project objectives.
• The work plan provides clear and feasible timelines that are in line with the project activities.
• The work plan and application show how the project outcomes will be sustained after the project ends.
• Only applies to Call 1: Stream A – a new systemic change project: The work plan includes an external evaluation. 

Partners

If your project includes partners, give their organization type as well as the role they will play. (maximum of 300 words)

A project partner generally has expertise and an interest in the issue. Although a partner’s role can vary, a project partner is not accountable for the project outcomes.

If your organization has partnered with the organization in the past, describe the role it played.

Project partners are important in the context of a call for proposals focussed on systemic change. Before you apply, we encourage you to engage with the partners involved in the element of the system you will be working to change.

Project description

We will use your project description as a summary of your proposed project. It should help anyone understand your project. We may use your project description to identify projects for priority funding. We may also provide your project description to internal and external review committees.

Provide a short description of the key activities and expected results. Include your organization’s name and the project duration in months. (maximum 200 words)

Call 1: Systemic Change

Here is a suggested template if you are applying to stream A - a new systemic change project:

Through this [insert number of months]-month systemic change project, [insert organization name] will help advance [women’s economic security and prosperity or representation in leadership and decision-making roles] through systemic change. Specifically, the project will address systemic barriers within [insert element(s) of the system] by [insert key activities]. An external evaluator will measure and assess the impact of the systemic change project.

Here is a suggested template if you are applying to stream B – scale a successful systemic change project:

Through this [insert number of months]-month systemic change project, [insert organization name] will scale [name the systemic change project] to advance women’s [economic security and prosperity or representation in leadership and decision-making roles]. It will scale to [insert to what level or new population group or new location or new sector or industry you will scale]. It will address [name gaps, needs, barriers]. To do so, the project will [outline key activities necessary to scale].

Call 2: Capacity-building

Here is a suggested template if you are applying under this call:

Through this [insert number of months]-month project, [insert organization name] will build its capacity to advance gender equality. It will address [name gaps, needs, barriers]. The project will include [outline key activities].

Official-language minority community

An official-language minority community (OLMC) is a Francophone population outside of Quebec or an Anglophone population in Quebec. The following website lists OLMCs.

Indicate if the project will benefit or involve members of an OLMC. This applies to organizations that work in and around OLMCs. In such cases, it could be important to involve community members to have a more inclusive project.

Here are some examples of how your organization can involve OLMCs:

• include OLMCs in the project design and activities
• reserve a seat for an OLMC organization on your project advisory committee
• adapt project activities to OLMC needs 

Translation of existing or new documents is not sufficient to benefit or involve an OLMC.

If the project will involve OLMCs, describe how your organization will do so. (maximum 250 words)

Part E: Budget 

We will use the information you provide in this section to assess the total cost of the project. We will also check if the anticipated sources of funding would cover the costs. Costs must align with the activities described in the work plan.

Budget

Fill out the budget. Read the ONAIS system user guide for more information.

Important tips for creating your budget:

• Only include the project costs requested from Women and Gender Equality Canada (WAGE) in the budget table. If you include other costs, we will adjust the budget accordingly.
• Write clear and detailed descriptions for each cost so that they are easy to match to the activities. Use the examples provided in the Guidelines on Eligible Expenditures.
• Compare your budget to your work plan to ensure that it includes all required costs for each activity. We may remove costs that are not clearly linked to activities. The department only covers costs and activities directly related to a project.
• Round all budget costs to the nearest dollar.
• If your project is longer than one fiscal year, you must also break down the costs by fiscal year.
• Each fiscal year starts on April 1 and ends on March 31.
• Fiscal year splits may be changed in approved projects when agreements are finalized. 

Eligible costs are those that are necessary to support the purpose of the project. There are two categories of eligible costs:

• Direct costs: expenses related to the delivery of the project that are linked to specific activities
• Administrative costs: expenses incurred to manage and support the project 

Administrative costs can be up to 20% of the total funding requested from WAGE. It is important to list the costs in the proper categories. For example, if you list administrative costs under direct costs, we will move them to the right category. This may result in administrative costs that are over 20% of the total funding. In this example, we would cut administrative costs to ensure your project respects the 20% maximum.

Include audit costs for projects above $300,000 in your administrative costs. The department requires the following on an annual basis:

• externally reviewed Statement of Revenues and Expenditures for projects between $300,000 and $999,999
• audited Financial Statements for projects of $1,000,000 and above 

You can only apply to one call for proposals and one stream. This means that you can only apply to one of the following:

Consider the following notes:

• For Call 1: Systemic change. For projects with a pan-Canadian reach: Project activities must have an impact in at least four WAGE regions and be carried out in both official languages. Note that Indigenous organizations do not have to deliver the project in both official languages.
• For Call 2: Capacity-building: The project reach must be the same as your current organization scope. For example, if your organization scope is local, the project reach is also local.
• Organizations that cover one of Canada’s three largest municipalities, Toronto, Montréal, and Vancouver, would qualify as regional.
• There are often extra costs of living and traveling in northern or remote areas. You may apply for an extra 35%, but only for activities that happen in these areas. See question Activity location type for more information.

Eligibility criterion:

• The application is complete, including the budget.

Assessment criteria:

• The budget details and itemizes costs.
• Costs are eligible, reasonable and are comparable to regional norms.
• The budget shows that costs are directly linked to the activities described in the work plan.
• The budget includes the required resources to deliver the project.
• The administrative costs total 20% or less of the total funding requested.
• The total amount requested is below the maximum amount for the project type.
• Only applies to Call 1: Stream A – a new systemic change project: The budget includes an external evaluation plan and a final evaluation report.

Sources of revenue

It is not mandatory to have financial or in-kind contributions from other sources. However, if other partners contribute to the project, you must complete this section.

A financial contribution is money that covers project costs. It could be from other levels of government, the private sector, or foundations.

An in-kind contribution is an alternative to money. It is a good or service provided instead of cash. For example, if a partner provides a room for a project activity but does not charge you, it is an in-kind contribution. Another example is the time a volunteer spends on your project. The department will not reimburse in-kind contributions.

We reserve the right to conduct reference checks with your partners.

Amount requested from the department

Indicate the total amount of funding requested of the department. It cannot exceed the maximum limits by project type. The only exception is for projects that include activities in northern or remote areas.

Assessment criterion:

• The total amount requested is equal to or below the maximum amount for the stream and project type.

Part F: Declaration

Only a person with signing authority can sign the application. To sign, enter the name and position of the signatory. By signing the application, the representative confirms that they have:

• read and understood the guidelines for the call for proposals
• read and understood the declaration

Next, submit the application.

Eligibility criteria:

• The application is complete.
• The application is electronically signed by an official representative of the organization.

Checklist

The following checklist is available in the application to help you submit a complete application:

• Have you read the "How to develop your application" section of the online material? There are instructions for each question in the application. This is to help you develop a strong proposal.
• Have you demonstrated how you meet all eligibility criteria? This includes your organization type and the activities you proposed.
• Have you provided proof that your organization is legally constituted?
• Organizations in Quebec: You must upload the most recent copy of your financial statements. You must upload the most recent Ministerial Order provided by the Province of Quebec (if applicable).
• Have you completed the application in full? Ensure all parts of the application are complete, including the budget and work plan.
• Have you provided enough details in your budget descriptions? Did you consult the examples provided in the Guidelines on Eligible Expenditures?
• Did you ensure that the project activities do not begin until at least March 2024 and end no later than the date outlined?
• Did you include audit costs for projects of $300,000 and above in your administrative costs?
• Did you include an external evaluation in your workplan and budget? (for Call 1: Stream A – new systemic change projects only)
• If your project includes activities in northern or remote areas, did you identify their cost in the budget?
• Are all direct costs linked to activities in your work plan?
• Has a signatory for your organization signed the application?
• Did you submit the application?