Status of Women Community Grant Program Innovation Projects Guidelines 1 November Month 20XX 2017 Main Heading Sub-heading
TABLE OF CONTENTS Purpose... 1 Eligibility... 2 Eligible Organizations... 2 Eligible Projects... 2 Funding Types... 3 Application Deadlines... 6 Application Process... 6 Budget Information... 8 Application Assessment... 10 Grant Funding Conditions... 12 Acknowledgement Standards... 13 Reporting Requirements... 14 Guidelines Disclaimer... 15
GUIDELINES Purpose The Government of Alberta Status of Women (SW) Grant Program provides one-time funding to charitable and not-for-profit organizations for projects and activities aimed at improving the lives of women and girls in Alberta. The funding is focused on initiatives in the following key priority areas of the SW Ministry: 1. Increasing women s economic security 2. Increasing women in leadership and democratic participation 3. Preventing and responding to gender-based violence The Innovation Project stream is designed to provide funding to organizations who seek to expand their geographic or sector reach, and/or introduce successful initiatives in other areas throughout Alberta. Further, it supports mentoring for developing organizations in a best practice, program or service delivery. Applicants are encouraged to collaborate with external partners and to demonstrate, where applicable, that matching funds have been applied for or obtained. Applicants must demonstrate: 1. Knowledge-sharing in the community and within the organization; 2. How the results of the project will advance gender equality in Alberta; and 3. The relation to at least one of SW s three priority areas. A maximum of $50,000 per project application is available. All funding must be used within 12 months of the release of the funds. A midterm report must be completed six months after receipt of funds, and all final reporting must be completed within four months of the project s conclusion. Status of Women Community Grant Program Guidelines alberta.ca November 2017 1
Eligible Organizations Eligible Primary Organizations include: registered charities, and registered not-for-profit organizations community-based coalitions and networks (an incorporated alternate fiscal agent must be identified in application) Eligible Collaborative/Mentor Organizations: include registered charities, not-for-profit organizations, government, community-based coalitions, networks, and educational organizations that work directly with the primary organization include organizations, groups or entities that would not qualify to apply on their own do not need to be a registered charity or not-for-profit organization Roles of the Organizations are as follows: 1. Primary/mentee organization has the lead role in planning the project scope, timeline and deliverables, and project coordination. All funding will be distributed to the primary organization (or fiscal agent), which will be accountable for all project deliverables and reporting requirements. Financial gain should not be the primary benefit of any Primary organization. 2. Collaborative/Mentor organization has a role in planning the scope, timeline and deliverables of the project. Financial gain should not be the primary benefit of any Collaborative/Mentor organization. 3. Both Primary and Collaborative/Mentor organizations must be active in implementing the project. The Primary organization cannot charge an administration fee and pass the remainder of the grant money to the Collaborative/Mentor organization to implement solely. Note: The organization submitting the application will be identified as the Primary organization and assume financial responsibility for the funds granted. In the case of a mentoring relationship, the mentee organization would be considered the Primary organization. If the Primary organization does not have the capacity to assume financial management of the grant funds, they must identify a Fiscal Agent who can manage the funds and provide confirmation in written form that the Fiscal Agent has agreed to assume these duties. Applicants are encouraged to collaborate with at least one partner on initiatives. Partnering organizations are referred to as the Collaborative organization or, if applying for a mentoring project, as the Mentor organization. The Primary organization should not be an educational institution or provincial government department, agency, board or commission. Status of Women Community Grant Program Guidelines alberta.ca November 2017 2
Eligible Projects 1. The focus must be on one or more of the three SW key priority areas: A. Increasing women s economic security, including but not limited to: Encouraging and supporting women in Alberta to build and grow successful businesses Increasing access to child care and/or support of child care workers Reducing barriers to women s full participation in the labour market Addressing women s unique experience in poverty B. Increasing women in leadership and democratic participation, including but not limited to: Enhancing the democratic participation of women Developing and supporting diversity and inclusion initiatives in the workplace Reducing barriers and encouraging women and girls in leadership positions C. Preventing and responding to gender-based violence, including but not limited to: Sexual violence Sexual exploitation Family violence 2. Projects must adhere to the designated time frames: Funds must be spent within 12 months of release, i.e. April 1, 2018 March 31, 2019 Midterm reporting must be completed six months after receipt of funds. All reporting requirements must be submitted within four months after the project is complete. 3. The funding must be used for at least one of the following: To expand an organization s geographic or sector reach; To introduce a best practice program or service to another geographic location; To provide mentoring assistance to another related organization to expand their reach; or implement a best practice program or service. Status of Women Community Grant Program Guidelines alberta.ca November 2017 3
4. Applicants must demonstrate how the project: Allows for knowledge sharing in the community and within their organization; Advances gender equality in Alberta; and Relates to at least one of SW s three priority areas. Projects NOT eligible for funding include: research projects; activities related to political parties or lobby groups; retroactive financial support for project activities that been completed prior grant agreement signing; those that create a long-term funding dependency; those that duplicate and/or replace programs or services already provided by the Government of Alberta; funding to cover capital expenditures; and providing capital (loans or investment capital) to business enterprises. Projects that received grant funding from Status of women in a previous year. Status of Women Community Grant Program Guidelines alberta.ca November 2017 4
Funding Types Innovation Stream Eligible Projects Maximum Funding (per project per year) Maximum time to complete Grant Activities Evaluation Documents Due Innovation Project $50,000 12 months from date of signed grant agreement Midterm: six months after receipt of funds Final: four months after project concludes Innovation - Project Organizations are given the opportunity to expand their geographic, target client and/or sector reach of a program or service that they offer or to receive mentoring in a best practice, program or service delivery by another organization. The expansion should be somewhere in Alberta, contribute to the advancement of gender equality, and should relate to one of SW s three priority areas. Organizations can receive a maximum of $50,000 for the project. Collaborative Partnership or Mentoring by Another Organization Primary/Mentee applicant organizations are encouraged to partner with Collaborative/Mentor organizations to implement their project or to be mentored in a best practice, program, or service delivery by a more senior organization. The mentoring relationship should provide the primary organization with the required training and support to implement the program, and should allow the primary organization to expand their program reach or capability. Status of Women Community Grant Program Guidelines alberta.ca November 2017 5
Application Deadlines Applications open on November 17, 2017. All applications must be received by SW no later than January 10, 2018 at 11:59 pm MST. Application Process Applications will only be considered if the application has been received by SW via: e-mail SW.Grant@gov.ab.ca fax 780-644-1225 mail or in person at the SW offices located at: 5th floor, Oxbridge Place 9820 106th Street Edmonton, AB T5K 2J6 In order to be accepted for consideration, all areas of the application must be complete with comprehensive and detailed information about the project including: objectives, budget, timelines, letter of confirmation from collaborative/mentor organizations, letter of recommendation, outputs, outcomes, and evaluation plan. All applications must include the following information: A registration number for registered Canada Revenue Agency charities OR a business number for registered not-for-profit organizations OR either of the above from an eligible alternate fiscal agent. Application signed by organization s authorized representative (e-signature permitted). The primary applicant represents and warrants that the person signing is duly authorized to make the application and is legally sufficient to bind the primary applicant to the agreement. Application must be signed by the board treasurer or other authorized representative of the board Primary applicants board-approved or audited financial statements for the previous two years available, for example 2015 and 2016. Written confirmation from partnering Collaborative organizations (including Fiscal Agent), if applicable. Letter of recommendation from other community organizations, institutions, or agencies in support of the applicant. This letter of recommendation cannot be from a Government of Alberta department, agency, board, or commission. List of board members and their length of tenure on the board of the organization Once the application is submitted, the applicant will receive an acknowledgment of receipt within 48 hours. Status of Women Community Grant Program Guidelines alberta.ca November 2017 6
If the application is successful, applicants will receive notification by April 2018. SW staff will be hosting teleconferences and webinars shortly after the application period opens to answer questions about the application process. The dates for these sessions will be posted on the SW grant program site. SW staff will also offer telephone coaching on applications by appointment. Appointments can be requested by emailing SW.Grants@gov.ab.ca. Please do not hesitate to contact SW via SW.Grants@gov.ab.ca if you have any questions about the SW Community Grant Program, application or process. Status of Women Community Grant Program Guidelines alberta.ca November 2017 7
Budget Information: Please provide detailed budget information outlining the expense types and estimated costs. Indicate the amount contributed by SW, the amount contributed by the primary organization and, if applicable, the collaborative/mentor organization. Please also identify any other sources that will contribute to the initiative. All expenses related to the project must be identified in the categories provided, with any expenses outside of the specified categories to be detailed in the Other line(s). Innovation Project Example Budget Estimate SW Contribution ($) Primary Organization Contribution ($) Partner Contribution ($) Total ($) Staff Salary & Wages 10,000 225 275 10,500 Meeting Facility Rental 2,000 5,000 7,000 Marketing 2,000 2,000 Travel & Accommodations 3,000 3,000 Training 1,500 1,500 Printing & Supplies Childcare Evaluation Other Total Estimated Expenses 15,500 3,225 5,275 24,000 Eligible expenditures include: print and office supplies marketing training child care Status of Women Community Grant Program Guidelines alberta.ca November 2017 8
travel costs (expenses cannot exceed the Government of Alberta travel, meal and hospitality expenses policy) insurance costs (as related directly to the project) venue rental evaluation fee salary of staff working on the project (up to 12 months) capital-related purchases (e.g. printers, office equipment etc.) directly related to the project rent or mortgage payments directly related to the project translation expenses Ineligible expenditures include: core organization operations (e.g. indirect staff salaries and wages, general operations, fundraising, etc) board member honoraria capital-related purchases (e.g. printers, office equipment etc.) rent or mortgage payments facility operations and maintenance connectivity infrastructure (e.g. Points of Presence, fibre optics, transfer stations and satellite dishes) information technology hardware not directly related to the project software development (e.g. development of new, custom software versus off-theshelf) specialized equipment for individual participants (e.g. wheelchairs, ramps, hearing/vision devices and equipment) long-term salaries and benefits for program/project related human resources purchase of alcohol grant writing fees travel assistance for governmental, municipal, for-profit or educational institution staff If there are any questions about whether an estimated expenditure is eligible, Status of Women Community Grant Program Guidelines alberta.ca November 2017 9
please contact SW staff at SW.Grants@gov.ab.ca before submitting your application. Application Assessment All applications will be assessed by the Status of Women Community Grant Program Review Committee (SWGPRC) using the following criteria: A) Project Information The extent to which the proposed project: aligns with one or more of SW s three priority areas responds to a demonstrated need in Alberta would achieve the intended impact demonstrates how the financial support from SW would lead to increased capacity for the purpose of improving gender equality in Alberta B) Capacity of Primary Organization Applications will be evaluated on the Primary organization s ability to successfully attend/implement the proposed project. The following factors are considered: track record of successful project implementation subject matter knowledge governance structure financial and administrative stability ability to form lasting partnerships and collaborations C) Funding Overview and Budget The budget is realistic and demonstrates efficient use of resources The proposed funding model incorporates additional support from partners other than SW The proposed expenses in all budget lines are consistent with Government of Alberta travel expense directive D) Accessibility The project is accessible to all interested parties and deploys an intersectional approach, for example by using a Gender Based Analysis Plus approach A clear description of the criteria used to determine accessibility is provided with rationale: for example, eligibility for funding assistance for registration and other fees is based on fair and transparent criteria through Status of Women Community Grant Program Guidelines alberta.ca November 2017 10
a sliding scale subsidy based on reported income E) Project Impact The application contains a clear description of the evaluation plan and includes measurable outputs and outcomes The evaluation plan identifies the timeline and method for measuring outputs and outcomes The application includes information on how the knowledge gained will be shared internally and externally in the community. Following the application assessment, SWCGPRC will provide funding recommendations to the Minister of SW. Funding recommendations may be for less than the requested grant amount and for a different term than requested by the applicant. All decisions on grant applications are final, and no appeals will be considered. Status of Women Community Grant Program Guidelines alberta.ca November 2017 11
Grant Funding Conditions Grant recipients must sign the grant agreement before the funds will be released. Grants must be used for the purposes described in the application as approved by SW. If a grant is to be used for any other purpose, including changes in the outcomes or location, SW may require the grant recipient to return all of the grant funds unless the change is: submitted in writing; and approved by SW before the change is made. SW, or an authorized ministry representative, may examine a grant recipient s financial and other records to ensure the grant has been used for its intended purpose. If grant recipients do not receive the full grant amount requested, they are still required to complete the project as proposed in the application attached as Schedule A to the grant agreement. Grant recipients must return the funds if the project cannot be completed as proposed. Payments for expenses under the approved proposal must be made by a verifiable method. Cash payments for expenditures are not acceptable as there is no verifiable proof from a third party (e.g. financial institution s negotiated cheque) that the payment has been made to the vendor. Grant recipients must return unused portions of the grant to SW within four months after the one year term of the grant agreement is complete. Grant recipients must also return funds if reporting requirements are not met. If grant recipients require an extension for any reason, a request must be submitted prior to the due date or end date listed in the grant agreement. SW may consider a single extension per grant if the request for extension is: submitted in writing; and approved by SW before the relevant due date or end date. If agreed to by the applicant on the application form, occasionally, SW may contact applicant organizations to provide information about Ministry initiatives or announcements related to the following topics: Grant program changes, funding announcements and opportunities to provide input/opinion on programs; and Awareness of Ministry resources available to the not-for-profit sector including Ministry sector events. Only authorized contact representatives noted in the grant application may request specific information about grant applicants from SW offices. Status of Women Community Grant Program Guidelines alberta.ca November 2017 12
Acknowledgement Standards Recipients of grant funds are encouraged to acknowledge the Government of Alberta wherever possible and appropriate. The Government of Alberta logo is available upon request through Status.Women@gov.ab.ca and recognition of funding can be achieved in a variety of ways: News release or submitted article to local/regional media Social media channels such as Twitter, Facebook, Flickr and blog postings, etc. Organization s website or newsletter Signage, either temporary or permanent Please note, once an application has been approved and funding issued to an organization, the grant recipient, project, amount funded, community/city, and fiscal year become a matter of public record. Information on grants awarded by Government of Alberta programs is published on the Government of Alberta Grant Payments Disclosure database at the following link: www.alberta.ca/grant-paymentsdisclosure.aspx. Status of Women Community Grant Program Guidelines alberta.ca November 2017 13
Reporting Requirements Grant recipients must submit a midterm report six months after the receipt of funds. As well, all grant recipients are required to submit a final report package within four months of the project s completion to demonstrate that grant funds were spent on the activities described in the application, and the proposed activities were completed. A formal final report package template will be provided to successful applicants. The final report package will include: Financial Report Using the template provided, a financial report detailing the actual amount of grant proceeds expended and signed by the Executive Director of the primary organization and the Treasurer of the board of directors. If the organization has formally reviewed or audited financial statements, financial statements accompanied by a schedule confirming the grant proceeds were used solely for the project and detailing the actual amount of grant proceeds expended are required. Outcomes Reporting Form, which captures: a) Project outcomes b) Knowledge and knowledge-sharing summary c) Success stories to share in SW communication materials Status of Women Community Grant Program Guidelines alberta.ca November 2017 14
Guidelines Disclaimer The Government of Alberta Status of Women Community Grant Program and all associated forms, guidelines and processes are subject to review and may change to respond to emerging requirements. Updates will be posted on the SW Grant website if required. Status of Women Community Grant Program Guidelines alberta.ca November 2017 15