Ontario Black Youth Action Plan

Ontario Black Youth Action Plan Innovative Supports for Black Parents Initiative Application Questions and Answers The following document responds to all questions received by the Ministry of Children and Youth Services from prospective applicants to the Innovative Supports for Black Parents Initiative (ISBP) between September 29 th and October 20 th, 2017. Ontario Black Youth Action Plan Overview 1. Is the Innovative Supports for Black Parents (ISBP) Initiative the only program I can apply to under the Ontario Black Youth Action Plan (BYAP)? a Organizations, partnerships and collectives can apply to deliver the following programs under the BYAP. Calls for applications for some programs have already closed. The following are still open or have not yet launched: a. Stop Now and Plan Middle Years Program (not yet launched) b. Industry-led Career Initiative (open; closes on November 24, 2017) c. Post-Secondary Education Connectors (not yet launched) Applications to deliver these programs will be announced via email and on Ontario.ca/BlackYouthActionPlan. 2. I didn t get a chance to attend the Information Session on October 16 th. Can I get a copy of the materials? Absolutely! A copy of the Information Session presentation is available on the BYAP website under the tab labelled Community Engagement / Co-Design. 3. Will there be any more Co-design / Information sessions for the ISBP initiative? There are no more ISBP sessions planned at this time. There were 10 general Co-Design sessions held across all of the BYAP target communities (GTHA, Windsor and Ottawa) in late summer, and one ISBP Information Session on October 16 th (delivered online). The materials from both sessions are on the BYAP website. Eligibility Questions 4. Could one organization apply to deliver multiple programs, for example, the Independent Supports for Black Parents (ISBP) Initiative and the Youth Mentorship Program? Version 2 (October 24, 2017) 1

Yes. One organization, partnership or collective may submit applications for more than one program. 5. Could one organization apply to deliver multiple ISBP Initiative Programs? Yes. One organization, partnership or collective can submit multiple applications for the same program. 6. Could an organization be selected to deliver more than one BYAP program? Yes. One organization can be successful, and receive funding, to deliver more than one program under the BYAP. 7. Can grassroots organizations apply? Yes, grassroots organizations can apply, even if they are not a registered non-profit / charitable organization. Successful applicants that are not a legal entity will be required to partner with an organizational mentor who is a legal entity. A legal entity is an individual or organization that is legally capable of contracting (e.g., a corporation, registered non-profit organization, university, etc.). If the lead applicant is not a legal entity, it should be clearly indicated on the application that they have (or intend to) partner with an organizational mentor who is a legal entity, and include details of who that partner will be and the roles / responsibilities of the partner. 8. Can broader public sector institutions (i.e. universities and hospitals) apply? Yes, broader public sector institutions can apply and are eligible for funding. Under the Collective Impact and Cultural Identity (CI 2 ) Framework, partnerships with grassroots organizations or groups and / or community agencies are strongly encouraged. 9. Can private corporations apply (or be partners in a collective)? Yes. Partnerships with the private sector are encouraged where appropriate. The roles and responsibilities of all partners should be clearly described in the application. 10. Can a single organization, that is not part of a partnership or collective, apply? Version 2 (October 24, 2017) 2

Single organizations are eligible to apply for any of the BYAP programs. Under the CI 2 Framework, partnerships are strongly encouraged, and this is outlined in the Application criteria. 11. The Collective Impact and Cultural Identity (CI 2) Framework encourages partnerships, but there are many different types of partnerships. What is the difference between a co-leadership, sponsorship or collaborative partnership model? Partnerships / Collectives can take many forms. Below are some examples. i. Co-Leadership: Two organizations / entities (or more) are taking an equal role in designing and implementing the program. ii. Sponsorship: One organization is supporting a grassroots organization in submitting its application. The grassroots organization is the lead in designing and implementing the program. The sponsoring organization provides administrative / overhead support / etc. iii. Collaborative: A group of many organizations, legal entities, individuals, grassroots organizations, elders, etc. Within the collaborative, roles may be defined at the point of application, or evolve should the applicant be successful. The Ministry will consider applicants with all types of partnership models. 12. If you use a lead agency model, what is the role of the lead agency? If successful, the lead agency / organization will hold the contract with the and be responsible for actions such as risk reporting and administration. 13. Can organizations that are not in one of the three BYAP target communities apply? Programs under the BYAP must be delivered in one of our three BYAP target regions: Windsor, Greater Toronto and Hamilton Area or Ottawa. These regions were selected based on black population density and availability of culturally-relevant services. The boundaries of the region are based on the Census Metropolitan Area (CMA). Organizations that are physically located outside of target CMA may apply, but must deliver programs to children / youth / families living within the CMA. General Innovative Supports for Black Parents (ISBP) Application Questions 14. What is the deadline to submit my application? Version 2 (October 24, 2017) 3

All materials associated with an application must be received by the Youth Strategies Branch, (the Ministry ) no later than Friday, November 24, 2017, 11:59p.m. EDT. Materials submitted after this time will not be eligible. 15. Do I have to use the template to complete my application? Yes, applicants must use the template for the Innovative Supports for Black Parents Initiative to complete their application. The correct application template can only be downloaded from the website: Ontario.ca/BlackYouthActionPlan. 16. The application asks to identify whether or not my organization attended a Community Co-Design Session. If I did not, will that affect my score? No, this question is for information purposes only. 17. When will we find out if we re successful? When will we get the funds? After the closing date there will be a selection process. Successful applicants will be notified and the contract drafting process will begin. The Ministry is committed to moving as quickly as possible, however the timelines will depend on the number of applications received. Funding could be available as early as Winter 2018. 18. If we are not successful, can we request feedback on our applications? Absolutely! There will be a set period for applicants to request feedback on their applications following the completion of the selection process. You will be notified of the process for doing this. 19. Will there be another opportunity to apply for the Innovative Supports for Black Parents Initiative? The ministry is not foreseeing a further expansion of the initiative at this time. However, unsuccessful applicants are encouraged to explore other funding opportunities, including the Youth Opportunities Fund. 20. We are an entity that runs multiple parenting programs and services; should we apply for an individual program or a portfolio of programs / services? Per the Application Guidelines, you may apply for the Program Stream (with a maximum budget of $75,000) or the Centre Stream (with a maximum budget Version 2 (October 24, 2017) 4

of $250,000). For the Program Stream, you may apply for multiple programs within one application if you can deliver them within the allowed maximum budget. 21. Of the total amount of funding available, what is the percentage of funding allocated for the Program Stream and the Centre Stream? This has not been pre-determined. It will depend on the applications received and the evaluations / recommendations of the selection committee. 22. Of the total amount of funding available, what is the percentage of funding that will be allocated to each target BYAP community (i.e. GTHA, Windsor and Ottawa)? This has not been pre-determined. Although the ministry will aim to fund programs in each community, it will depend on the applications received and the results / recommendations of the selection committee. Budget Questions 23. Do I have to submit a budget as a part of my application? Yes. As indicated in section 2.1 of the ISBP Application all applications must include the following: A completed application form (Appendix B); A completed Excel Budget Template (embedded in Appendix B); A signed authorization (Section 5, in Appendix B); and Two reference letters. Any applications that do not include all elements will not receive a score for the missing element. This will negatively impact the success of the application. 24. Do I have to use the Excel Document embedded in the application to complete my budget? Yes, to support consistent reviews of the applications, applicants should use the Excel Document embedded in the Application posted on the website to complete their budget. 25. What is the maximum allowed budget for an applicant to submit? While actual budgets will be negotiated with each selected applicant, the maximum amount of funding available for each Program Stream applicant is Version 2 (October 24, 2017) 5

up to $75,000 per full fiscal year; and for each Centre Stream application is up to $250,000 per full fiscal year. If selected, successful applicants would need to complete a few standard steps [e.g. agency risk assessment, etc.] before entering into a transfer payment agreement [i.e. funding contract] with the ministry. 26. When completing the budget, what is the maximum organizations can allocate to start-up costs? There is no set maximum that applicants can allocate to start-up costs, however the budget should maximize the investment in program activities that will directly impact one or more of the program outcomes listed in section 1.5 of the ISBP Initiative Application (i.e. enhance the availability of effective parenting supports for Black parents / caregivers; and improve outcomes for Black children, youth and their families). 27. When completing the budget, what is the maximum organizations can allocate to administrative fees or overhead costs? The maximum allowable overhead (administrative fees) is 10% of the overall program budget. Overhead refers to fixed, indirect costs (i.e. rent). Staff costs could be a part of program delivery, or administrative costs. 28. Can funding be used for staff training? Yes. Funds that are intended to be used for staff training should be outlined in the proposed budget. 29. Could a needs assessment be funded as part of the project activities? A needs assessment may be considered as eligible for funding under the project activities. The application should clearly describe what the needs assessment will entail and what it will be used for. The selected applicants will undergo a contracting process with the ministry, where it will be determined what exact activities will be funded. 30. Can the funding for the Centre Stream (maximum budget of $250,000) be used to support the acquisition and or use of a physical site? Yes. In most cases, the government allows up to 10% of a program budget to be used for administrative / overhead costs. This would include fixed, indirect costs (i.e. rent). In your budget, proposed start-up costs should also include any purchasing of furniture and equipment that would be needed. Please see Appendix A (below) for a list of allowable budget items. Version 2 (October 24, 2017) 6

Reference Letter Questions 31. Who can provide reference letters? Reference letters can be provided by anyone, including youth from the community, agency clients, community members and partners. It is not recommended that reference letters be written by individuals that currently work for the lead or partner organizations. The objective of the reference letters is to: i. Demonstrate your organization s connection to the community; ii. Outline your organization s capacity to benefit Black children, youth and families; iii. Demonstrate the anticipated impacts on youth and the community where the initiative will be delivered; and/or iv. Demonstrate the anticipated impacts on the local service system (e.g. other youth service agencies, schools). One reference letter can be written and signed by an individual or a group of people (i.e. it can include multiple testimonials from youth, community leaders, etc.). 32. What if I do not submit any reference letters? Any applications that do not include reference letters will not receive a score for that section. 33. How many reference letters can I submit? Applicants must submit two reference letters. Applicants cannot submit more than two reference letters. If more than two are submitted, only the first two reference letters attached to the application package will be read. Evidence Questions 34. How should I cite any research papers or evidence I ve provided? If applicants are citing specific research papers or additional evidence, please include them in the footnotes of the application. Any citation style is accepted. Applicants may also hyperlink citations to the specific works. 35. Could the ministry share any examples of parenting programs / models that have been successful and that it would like to fund? The Innovative Supports for Black Parents Initiative is new because it will fund selected applicants to develop and implement community-based, culturally relevant and responsive supports for Black parents and families Version 2 (October 24, 2017) 7

using a CI 2 approach. The ministry is looking for new ideas (or existing programs that have demonstrated an impact) that are supported by evidence, emerging research or promising practices. 36. Where can applicants find evidence to support their proposed programs? The evidence may be drawn from academic resources or best practices from other jurisdictions (e.g. a parenting program or centre that is serving the Black community and is working well in another country or province). Evidence could also include qualitative data gathered from participants that have benefited from an existing parenting program in Ontario or elsewhere. Partnership Questions 37. What if I don t have my project partners ready to participate with my organization by the application deadline? The application asks program partners be identified. All partners indicated in the application should be aware that they are part of the application. Applicants do not need to have already formed a formal partnership / agreement to work together by the application deadline. However, the application will be strengthened if it outlines a plan / the approach to securing and maintaining the partnership that is planned (e.g. the creation of a Memorandum of Understanding between the partners). 38. Can an individual (e.g. community leader, academic, etc.) qualify as a partner? Or does it have to be an organization? Yes, individuals would also qualify as partners. 39. Do applicants need to be connected to a large organization / non-profit in order to apply? Grassroots and smaller organizations may apply, however a legal entity is required to be the lead applicant in order to enter into a Transfer Payment Agreement (contract) with the ministry. Also please see Question # 7 (above). Application Criteria Questions 40. What is the application criteria? An inter-ministerial committee will review and assess the applications based on the criteria listed in section 2.4 of the ISBP Initiative Application. Version 2 (October 24, 2017) 8

41. The application criteria (Section 2.4 of the application) says that the lead organization and partners must be willing to participate in a Collective Impact and Cultural Identity (CI 2 ) Approach. What is the penalty if the lead organization and / or partners are not willing to participate in a CI 2 Approach? The CI 2 Approach is integral to the success and sustainability of the Ontario Black Youth Action Plan. Answering No to question 2c in the Application template will negatively impact the success of your application. 42. The application asks to identify the Target Community. What is the definition of community? The programs under the Ontario Black Youth Action Plan must be delivered in one of our three Black Youth Action Plan target regions: Windsor, the Greater Toronto and Hamilton Area or Ottawa. These regions were selected based on black population density and availability of culturally-relevant services. The size of the region is based on the Census Metropolitan Area. Community refers to the specific area within the target region that the program will serve (e.g. Scarborough in the GTHA, Ford City in Windsor or Vanier in Ottawa). Applicants may identify multiple beneficiary communities. Applicants should also indicate specific target communities / populations that their proposed program plans to target, within the larger region. 43. Will we be expected to offer services to our Black parents / caregivers clients in a segregated way or could we open the programs / services to anybody? Programs funded under BYAP are meant to target children, youth and families who themselves identify as members of the Black community. The BYAP uses the definition of Black in its most inclusive sense to reflect the diverse ancestry, origins and ethnic identities of individuals of African and Caribbean descent. The term is based on self-identification, is not mutually exclusive, and is used by Statistics Canada. Programs are not meant to be exclusionary, however, the application should clearly describe the target Black community(ies) for the proposed program(s); and the planned approach to make the services accessible and culturally relevant to the target population(s) / community(ies). 44. The application asks applicants to highlight an organization s experience in designing or delivering Black parenting programs. Can we highlight our partners experience as well? Version 2 (October 24, 2017) 9

Yes, applicants may highlight the lead and / or partner organization s experience (or collective s experience) in Section 2 of the Application. 45. The application asks applicants to describe their evaluation framework. Where can we find some more information on how to create an evaluation framework? The YouthRex Research & Evaluation exchange (www.youthrex.com) is a great resource for evaluation supports, particularly for grassroots organizations. 46. Would co-parenting be included in the Ministry's definition of "Parenting Skills" as indicated in section 1.4 Program Requirements and Activities of the Application Guidelines document? Yes. Parenting programs that focus on co-parenting skills development would be included. 47. With respect to the program outcomes for the Centre Stream, would we be required to meet all of the program outcomes listed, or can we choose one or more of those outcomes? Also, would we have to achieve all the sub-bullets listed under each outcome? Per Section 1.5, applicants to the Centre stream should describe the intended outcomes of their centre and they should include one or more of the outcomes listed in Section 1.5. The sub-bullets are used to further describe the meaning of the outcomes listed. They should be used as a guideline. In scoring applications, selection committee members will be evaluating whether the planned outcomes for the program are clearly articulated and align with the goals of the Innovative Supports for Black Parents Initiative under BYAP, including supporting the CI 2 Framework. 48. For the Centre Stream, are only new programs / services considered or could funding be used for an existing program? For both streams, funding could be used for an existing program, however, it could not be used to duplicate existing funding that is already received to deliver the program. For example, ISBP funding could be used to scale-up an existing program that is working well, or to deliver a program that is working well, in a different community. Version 2 (October 24, 2017) 10

The application should explain the evidence / promising practices that support the need to deliver this program to the target community(ies), and how these align with the CI 2 Framework. Version 2 (October 24, 2017) 11

Appendix A: Allowable Budget Items Applicants should include a proposed budget (please use the budget template) in their application itemizing start-up costs (i.e. one-time costs) associated with establishing the Program as well as regularly occurring costs associated with the maintenance thereof (i.e. allowable ongoing expenses). By way of clarification, allowable expenses under the Ministry s Program Supports and Administration guidelines include: Program All costs incurred by the agency for the delivery of the initiative. Included in this account line are: Costs incurred by the selected applicant for the establishment and maintenance of the initiative and related services; Program supplies used by staff to carry out programs (e.g. room rental, supplies, materials for training, learning and / or life skills supports, printing, telecommunication equipment); Program equipment and furnishings (purchases not exceeding $1,000 per item; the cost of an item or any component making up the whole item not exceeding $1,000 in a fiscal year); The cost of maintenance and repairs of program equipment and furnishings; Accident insurance costs where they are specific to special program activities and not otherwise included in allocated central administration; and Costs incurred by the selected applicant to successfully deliver the initiative to participants, including food and travel stipends for participants to attend/participate in activities identified as relevant to programming, etc. Salaries and Benefits Gross salary and wage payments to full-time, part-time, temporary, occasional, summer or other program staff including employer s cost of all employee benefits. This includes mandatory benefits such as CPP, EI, EHT, etc.; benefit plan costs for Group Life AD&D, LTD, Extended Health, Dental, etc.; other benefits such as Workers Compensation. Travel Costs incurred by program staff and / or volunteers as outlined in the Management Board of Cabinet Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time. This would include allowances per kilometer for use of personal automobiles; bus, train, taxi; parking fees; costs of repairing and maintaining vehicles leased or owned by the selected applicant; auto insurance paid by the selected applicant; and other travel related incidental costs including meals, accommodation. The Ministry will fund up to the most practical and economical means of travel. Staff Training Version 2 (October 24, 2017) 12

Costs incurred by the selected applicant in the recruitment and education of staff and / or volunteers. This would include the cost of reference materials supplied by the selected applicant to staff and / or volunteers and other related expenses incurred by the selected applicant including training and equipment. NOTE: Program supplies do not include items that become the personal property of a participant. Allocated Central Administration Allocated central administration costs (no more than 10% of total budget) associated with governing and operating an organization directly related to the administration and delivery of the initiative. They do not include those program administrative functions that directly support service to the client. Costs could include: Salaries / benefits of the Executive Director or other management staff who spend all or a portion of their time dedicated to administrative functions; secretarial functions that are not fully dedicated to specific programs; Human resources, finance, information systems and legal staff; Purchased professional services that are not client related, including all costs incurred in purchasing professional services for which the selected applicant itself does not employ staff (e.g. fees for administrative or corporate legal work, audit or bookkeeping fees, costs to develop or maintain information systems); Office expenses, including computer costs, telephone, printing / copying, stationary, postage and courier, office equipment rental and repairs, periodicals, journals and microfilming; Advertising costs related to the recruitment of staff; Financing and fund raising costs; Insurance including the cost of fire, theft, damage, as well as bonding and liability insurance for staff, board members and volunteers; and Fees paid to professional associations. Costs that may be pro-rated are: Staffing costs where staff members perform both central administration and program functions. Pro-rating should be based on an estimate of staff time devoted to administrative or program delivery activity; Building occupancy costs. Pro-rating should be based on area allocated to central administration functions. Central administration costs associated with agency programs that the Ministry does not fund, will not be funded by the Ministry. Version 2 (October 24, 2017) 13

Building Accommodation All costs related to the building space or facilities occupied by the agency and the surrounding grounds. Included in this account line are: Rental of space used by the agency in providing service to its residents including administrative offices and other facilities. If this rental includes the cost of heat, water, light, property taxes, and other related costs, the entire sum is reported; The cost of any of the following, unless the cost of one or more of them is included in the rent: heating, fuel, water, gas, and electricity; Janitor supplies, such as soaps, detergents, disinfectants, and supplies for washrooms such as paper towels, toilet paper, soap, light bulbs, etc.; and All insurance costs for premises, furnishings and equipment. Excluded are Directors and Officers Liability and Professional Malpractice Insurance, and auto insurance for agency owned and leased vehicles, which is reported in Travel. Version 2 (October 24, 2017) 14