Instructions for Completing the Project Submission Welcome! How to Apply You have successfully logged into the Project Submission form. This is where you will provide the City of Toronto with information about the project you are requesting funding for from the Access, Equity & Human Rights Investment Program. Applying for a 2016 Access, Equity & Human Rights Grant: To apply for funding, you must fill in two forms - Project Submission (the form that you are currently in) and the Applicant Profile: - Project Submission: Fill in and click Submit - Applicant Profile: Fill in / update (if already in the system) and click Complete - Provide all requested documents either as online attachments or via hand-delivery or mail, postmarked by the funding program deadline. How to use the Online System Detailed Instructions: View or download detailed instructions by clicking here. Please read the instructions carefully, and refer to it as you fill in your Project Submission form. Step-By-Step Visual Guide: we encourage you to view the PowerPoint presentation that provide step-by-step visual aids to assist you as you work on your Applicant Profile and Project Submission forms. (Please click here to select the presentation you would like to view) Quick Rules of Thumb Page 1 04/11/2016
- Click on the Save or Save and Next button at the bottom of each page to save your work. Save your work frequently. Your online session will expire after 10 minutes if you leave your system idle, and any information that you have not saved will be lost. - Make sure you fill in all of the mandatory fields in your Project Submission form. Mandatory fields are marked with an *(asterisk). - Look for red messages on the bottom of each page in the form or on the Summary page to help you find any mandatory fields that still need to be filled in or fields that need to be corrected. - All of the templates provided are for you to download, fill in, save, and then upload as attachments to your online application. The forms can be found at the top of the menu bar. - At any time, you can save a copy of your Project Submission form by using the Export to PDF link in the left menu bar, or by clicking on the Export to PDF button on the Summary page. - Once you have filled out all of the mandatory fields in the application, the Submit button will be active on the Summary page. - Please te: there is a word limit of 200 words or 1,500 characters with spaces for each answer. Disclosure of Information As mandated by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M. 56, s. 27 and By-Law 974-1998 all information collected on this form, including personal information may be subject to full public disclosure which may include posting to a web site. Questions about this collection can be directed to the Supervisor of Community Funding at City Hall, 15th floor, East Tower, 100 Queen Street West, Toronto, ON M5H 2N2 or by telephone at 416-392-8334. Page 2 04/11/2016
Project Overview Submission deadline Wednesday, June 8, 2016 by 11:59 p.m Organization Name: Project Name: In 150 words or less, please describe the project that this funding will support: Include what will happen during the project, why the project is needed, who will participate and what will change because of the project. Project Start Date: Project End Date: te: The project activities must begin after October 6, 2016. Requested funding must be used between Oct. 6 and Sept. 30, 2017. Multi-year projects will receive funding on a year to year basis subject to satisfactory completion of the previous year and funding availability. Is this a multi-year project? If this is a multi-year project, what project year are you applying for? Is the project described above an existing program? Please note: Application are eligible for projects that enhance or expand an existing program or for brand new projects. If the proposed project is to enhance or expand an already existing program, please tell us how you will use the grant to enhance/expand it? (e.g. develop and implement new approaches in program model, pilot a element with an existing program, target a new audience or neighbourhood, etc.) Page 3 04/11/2016
Project Objectives Describe the access, equity and/or human rights issue that your project will address: Project's Focus Community: Communities are groups of people who share a geographic location, common bond or experience. Most people belong to more than one community. The AEHR Program recognizes communities as they define themselves. Using the chart below, indicate whether any or all of the following attributes describe your project's focus community: Focus Community Yes or Please specify: Shares a geographic location (for ex., Regent Park community) Shares a common bond (for ex., Tamil seniors) Shares similar experiences (for ex., people who are hearing impaired) Page 4 04/11/2016
Project Experience What information do you have that demonstrates that this is an issue that needs to be addressed? (e.g. statistics, research, needs assessments, program evaluations, community consultations, etc.) In 150 words or less, please describe the experience your organization and your partner organizations have had in working on the access, equity and/or human rights issues that you have identified and in working with the community that you have identified: Intersectoral and Cross-Sectoral Partnerships: We encourage partnerships through both intersectoral collaboration (for example, a women's organization working with another women's organization) or cross-sectoral collaboration (for example, a women's organization working with a settlement organization). Please list any project partner(s) and their role in delivering your project: Partner Organization Partner Contact Name Partner Contact Email / Phone Partner Role in Project Page 5 04/11/2016
Project Design What AEHR category is this project? Please select the category that best fits this project from the above list. For your reference, the categories are defined with examples in the AEHR Investment Program Guidelines. Describe your project model/approach. How do you know that this model will be effective in promoting access, equity and respect for human rights? How does this model use a community development or capacity building approach to address access, equity and respect for human rights concerns in a community? How will you involve volunteers and the focus community in the planning, implementation, and evaluation of the project? How will your project meet the personal safety needs of the participants and volunteers? For example, will you screen project volunteers, offer a "walk safe" program for evening activities, provide conflict resolution training, etc.? Is your project free for participants? If there is a fee, please describe the fee structure and the policy for reduced fees for this project. How will participants learn about the fee structure and the policy on reduced fees? What barriers exist for equity-seeking groups wanting to access your project? How will you address those barriers? Equity seeking groups are those facing individual and systemic discrimination and disadvantage because of shared characteristics, such as immigrant status, sexual orientation, or disability. Page 6 04/11/2016
Project Evaluation What does your organization hope to learn from the planning, implementation and evaluation of the project? How will this project impact the participants? What capacities does the project build in the focus community? How will you know that this project has made a difference in the lives of the participants? Please describe your project's evaluation plan, including process and outcome indicators, and evaluation and monitoring tools to be used. Provide samples of some of these monitoring and evaluation tools, by uploading them using one of the "Optional document" spaces on the Attachments page How is this project different from your core services and activities? How could this project help or improve your core services and activities? What resources, tools or materials will be developed? How will you share what you have learned from this project with other communities and organizations? Please complete and attach your Project Work Plan. Here is your opportunity to provide details on your project activities, timelines and impacts. Step 1. Download the Project Work Plan (Word) template from the upper portion of the left navigation bar and save it to your computer. Step 2. Complete the Project Work Plan, and save the file on your computer. Step 3. Upload the completed Project Work Plan (Word doc) using the Attachments page. Check to make sure that the file has been successfully uploaded. te: The Project Work Plan is a mandatory document that is required as an online attachment. You must upload this document to be able to submit your online application. Page 7 04/11/2016
Date and Location Will your project take place in a Neighbourhood Improvement Area? What other neighbourhood/area will your project take place in? (50 words) Which ward(s) will the project take place in? Select a ward by clicking on it from the "Available Items" list. Then click the single arrow ">" to move the ward to the "Selected Items" pane. Repeat this step as many times as needed, until all selected wards appear on the "Selected Items" list. Then click on the "Save" button. te: You can visit the "Ward Profiles" page on the City of Toronto's website by visiting search ward. Please tell us where the proposed project will be implemented. List each of your proposed project's location(s) using the chart below (add rows as necessary): To add details to your project locations list, click on the "add" button located directly above the view "All" column of the service locations list. The add button has a "+" symbol, and a hand cursor will appear when you hover over it. Once you have clicked on the "add" button, you will be taken to a different page where you can fill out all location information and save it so that it appears on the service locations list. If you have multiple service locations, please repeat this step to add multiple entries to the list. If you need to delete a service location listing, click the delete button located next to that listing on the list. Location Name Location Address Suite #: Postal Code Location Phone Example -- -- -- Page 8 04/11/2016
Project Participants Age Group Pre-school children (0-4) Children (5-14) Young youth (15-19) Older youth (20-24) Adults (25-64) Seniors (65+) What is the expected total number of participants in your project? Are you targeting the following age groups in your project? All fields are mandatory. Select "Yes" or "" for each Age Group. Targeted Are you targeting the following equity-seeking groups in your project? All fields are mandatory. Select "Yes" or "" for each Demographic. Demographic Targeted Women and girls People with disabilities Aboriginal peoples Ethno-cultural and racial minorities Lesbian, gay, bisexual, and transgendered people Newcomers Page 9 04/11/2016
Staff and Volunteer Resources How many staff and staff hours will be provided by your organization and partner organizations? Please attach job descriptions for any staff that will be paid through your project budget, using one of the "Optional document" spaces on the Attachments page. Staff Total number of staff to be paid through the project budget Total number of staff hours to be paid through the project budget Rate(s) of pay Total number of in-kind staff hours provided by applicant organization Total number of in-kind staff hours provided by partner organization(s) Number Volunteer Resources Volunteers Estimate the number of volunteers and volunteer hours involved in your project: Volunteer hours (total for the project) Estimated Number Financial Summary What is your grant amount request? Project Income Detail Page 10 04/11/2016
Please show all sources of project income on the chart below. If you are requesting project funding for more than 1 year, please attach complete project budget (i.e. income and expenditure) spreadsheets for year 2 if applicable, using the project budget templates on the left had side menu. te: It is mandatory that you provide all information that is requested in the table below. Instead of leaving any field blank, please put "0" where applicable. The table below automatically calculates and updates the sub-totals and the total project income when you click on the Save button. AEHR PROJECT INCOME (Cash Only; t In-Kind) Grants from Government Sources (not including the City of Toronto) City of Toronto (requested AEHR funding) City of Toronto (other sources) Fundraising, Donations Partner Contributions (Cash Only) Grants from Foundations Other Income TOTAL PROJECT INCOME SOURCE (Please List) ALL PROJECT INCOME Project Expenditure Detail Please indicate how much of your Access, Equity & Human Rights funding request will be spent in each expense category on the chart below. Before completing this column, please review the Program Guidelines to ensure that all costs are eligible for funding under the Access, Equity & Human Rights program. If you are requesting project funding for more than 1 year, please attach complete project budget (i.e. income and expenditure) spreadsheets for year 2 using the project budget templates on the attachments page. te: - This is for cash expenditures only. Do not include in-kind resources in the project expenditure details - If your organization is applying with a trustee, you should include any trustee fee as a part of your administration expenditures request It is mandatory that you provide all information that is requested in the table below. Instead of leaving any field blank, please put "0" where applicable. The table below automatically calculates and updates the totals and the total project expenditures when you click on the Save button. AEHR PROJECT EXPENSES (Cash Only; t In-Kind) DESCRIPTION (Please briefly describe what and how the items will be used) ALL PROJECT EXPENSES AMOUNT REQUESTED (AEHR funds to be spent in category) Salaries & Benefits Project Equipment or Supplies (Max. 10% of Total Expenses) Page 11 04/11/2016
AEHR PROJECT EXPENSES (Cash Only; t In-Kind) DESCRIPTION (Please briefly describe what and how the items will be used) ALL PROJECT EXPENSES AMOUNT REQUESTED (AEHR funds to be spent in category) Transportation for Participants/Volunteers Other Participant Expenses Other Volunteer Expenses Publicity/Promotion and Outreach Dedicated Project Space/Rental Childcare for Participants (if applicable) Translation (if applicable) Project Administration Trustee/Administrative Partner fees (if applicable) Other project expenses (Please specify each. e.g. monitoring and evaluation, etc.) TOTAL PROJECT EXPENDITURES Page 12 04/11/2016
In Kind Support List the in-kind support your organization will receive from other organizations to complete this project: In-kind support is any contribution other than money - for example, space, supplies or services - provided for your project from other organizations/groups, etc. te: The table below automatically calculates and updates the total when you click on the "Save" button. Type of Support Source Estimated Value Example: Space Shopping Mall $3000.00 Total: $0.00 Page 13 04/11/2016
Project Trustee Do you have a trustee? NOTE: All unincorporated groups and groups without audited financial statements must identify a trustee in your application, and if funded, your trustee will need to provide a signed agreement with your group before any funds are released. If you selected "" to the above question, you do not need to fill out the rest of the questions on this page. Please scroll down to the bottom of the page, click on the Save button, and then continue completing the remaining pages of your Project Submission online form. If you selected "Yes" to the above question, please fill out all of the questions below. Trustee Organization Name: Legal Name of Trustee (if different from the trustee organization name): NOTE: You must attach a signed copy of the Trustee Acknowledgement using the Attachments page. A copy of your Trustee Agreement is optional. Is the trustee organization a current City of Toronto Community Service Partnership (CSP)grant recipient? te: If you selected "" to this question, then your trustee will be required to provide information about their organization if your project is approved for funding. Attachments Is the Document "Required"? Yes Required Documents The document must be attached using the online system. It is a system requirement. The document can be attached using the online system OR by mailing it in (postmarked by the deadline date) OR hand delivered. Page 14 04/11/2016
Document Type Required? Document Description Date Attached 01. Mandatory - Application Approval 02. Mandatory & Required as an online attachment - Project Work Plan 03. Project Budget worksheets - Mandatory for projects longer than 1 yr 04. Trustee Acknowledgement - Mandatory if applying with a Trustee 05. Trustee Agreement - Optional if applying with a Trustee 06. Optional Document Attachment 1 07. Optional Document Attachment 2 08. Optional Document Attachment 3 09. Optional Document Attachment 4 10. Optional Document Attachment 5 11. Optional Document Attachment 6 Yes Page 15 04/11/2016
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Mail / Hand Delivery Please indicate which document(s) you will send by mail / hand delivery: te: All the attachments that require signatures must be either: - Signed, scanned and attached online, - Attached and uploaded after signature images have been copied and pasted into the appropriate spaces, or - Mailed/hand delivered to: Access, Equity & Human Rights Investment Funding Program, 15th Floor, East Tower, City Hall, 100 Queen Street West, M5H 2N2 postmarked by 4:00pm on the Access, Equity & Human Rights deadline date. All hand delivered/mailed documents must be postmarked by the Access, Equity & Human Rights program deadline to be considered. APPLICATION SUMMARY Page Last Updated Project Overview Project Objectives Project Experience Project Design Project Evaluation Date and Location Project Participants Staff and Volunteers Financial Summary In kind support Project Trustee Attachments Mail / Hand Delivery Input Required tes: Date and Location list contains 1 incomplete item. Page 19 04/11/2016
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