Ministry of Citizenship and Immigration Ministère des Affaires civiques et de l Immigration Voluntary Sector Relations Unit 400 University Avenue, 4 th Floor Toronto ON M7A 2R9 Unité des relations avec le secteur bénévole 400, avenue University, 4 e étage Toronto ON M7A 2R9 Ministry of Citizenship and Immigration Voluntary Sector Relations Unit Citizenship Branch Partnership Grant Program 2016-2018 Application Guidelines Deadline for Submission: October 5th, 2016 5:00 p.m. Please review these Partnership Grant Program Application Guidelines in full before beginning your application. 1
INTRODUCTION About the Partnership Grant Program (PGP) In April 2010, the Government of Ontario launched the Partnership Project a province-wide initiative to seek ideas and advice on ways to renew, streamline and modernize the relationship between the government and the Ontario not-for-profit ( NFP ) sector. The PGP was designed to address one of the key recommendations - to build sector capacity by investing in projects that support intra-sector cooperation, communication and networks. Goal and Objectives The NFP sector is a vital contributor to Ontario s present and future well-being. In 2014, the Ministry of Citizenship and Immigration ( Ministry ) evaluated the PGP with the help of a thirdparty consultant. Based on findings and recommendations of this review, the 2014-17 PGP continued to support building capacity of the NFP sector in three priority areas that are also the focus of the 2016-18 PGP: o Program Evaluation; o Inclusive Leadership; and o Volunteer Management. Program Evaluation Effective evaluation helps ensure that project/program outcomes are aligned with advancing an organization s mandate, and demonstrates clearly to funders the return on investment. Projects will increase capacity for program evaluation in the NFP sector by having each of the grant recipients work with a large number of organizations to teach, train, mentor and provide tools and resources in the area of program evaluation. It is intended that by the end of the projects, there will be many more NFP organizations in Ontario with the capacity/ability to evaluate their programs and services and, therefore, be able to determine opportunities for growth, identify gaps, leverage new funding and respond more effectively to the changing environment. Inclusive Leadership Evidence continues to demonstrate that organizations are directly impacted in a positive way when they adopt a culture of inclusive leadership, one that recognizes the value of diversity in leadership. Projects will develop diversity/inclusion in leadership in the NFP sector by having each of the grant recipients work with a large number of organizations to teach, train, mentor and provide tools and resources in the area of inclusive leadership. It is intended that by the end of the projects there will be many more NFP organizations in Ontario with the capacity/ability to develop a culture of diversity and inclusion so that all decisions, policies and practices adopted will be impacted by this change in the approach. 2
Volunteer Management Volunteerism plays a key role in Ontario s not-for-profit sector. In order to create and sustain a strong volunteer base, effective volunteer management is required. Projects will enhance capacity for volunteer management in the NFP sector by having each of the grant recipients work with a large number of organizations to teach, train, mentor and provide tools and resources in the area of volunteer management. It is intended that by the end of the projects, there will be many more NFP organizations in Ontario who have the capacity/ability to manage their volunteers effectively thereby assuring the organizations provide valuable volunteer experiences and utilize volunteers to actively advance their respective mandates. The PGP 2016-18 will continue to support capacity building in these three priority areas. The approach will be sector-wide with the goal to engage in activities that focus on sector capacity building and enable organizations to engage in activities that will strengthen the not-for-profit sector s networks, build collaborative capacity and improve responsiveness to clients, communities and stakeholders. The objective of the funding will be to support two-year projects that will have substantive impact on improving the ability of organizations to advance their mandates and operate effectively in communities across Ontario. Vision The Ministry s vision for the not-for-profit sector is A healthy not-for-profit sector that contributes to the economic and community well-being of Ontario. This vision was identified in the State of the Sector report, a statistical portrait of the Ontario notfor-profit and charitable sector based on research conducted in 2013. This research confirmed the importance of government support for capacity building for NFP organizations. The report states that 37% of respondents support capacity building as one of the government s top priorities for the not-for-profit sector. Currently PGP is the Ministry s main vehicle for investing in strengthening the capacity of the sector through transfer payments. The program supports organizations in fulfilling their core mandate by investing in areas identified as priorities in the NFP sector. The Ministry is seeking proposals for projects that demonstrate: Capacity to develop and deliver tools to address one of the three identified priority areas, including learning/training modules, best practices, information, mentorship and resources for organizations in the NFP sector; Subject matter expertise in one of the three priority areas identified; Existing relationships with, and influence over, a broad number of NFP organizations that will benefit from the tools developed, such as a membership base or network; Established mechanisms for working cooperatively with these organizations; An ability to leverage funding from a corporate partner. 3
FUNDING CRITERIA Applications from 2014-17 PGP grant recipients will not be eligible. The Ministry is seeking applications from new organizations who meet the eligibility criteria. Applications for funding from eligible applicants (please see Eligibility Criteria, pg. 7) will only be considered if the proposed project supports the PGP goal of promoting sector capacity. Funding will be available for two-year projects for a maximum of $300,000 per project (please see the Grants Ontario Application Instructions section for more details, pg. 9). The Ministry may fund up to 100% of project costs, however, applications that demonstrate an ability to leverage funding from a corporate partner will be given priority. Priority will be given to projects that clearly identify how activities or outputs will achieve the program s stated outcomes (listed below) in one of the three priority areas: program evaluation, volunteer management or inclusive leadership. Proposals will be accepted for more than one priority area from a single applicant. Proposals must detail how projects will provide training and mentoring to organizations in the sector. Proposals should indicate how they will market or promote the project to organizations, relevant stakeholders and other interested parties. Proposals must indicate how they will evaluate their project measuring both quantitative and qualitative outcomes. Proposals should clearly identify how they will address the specific sector needs in relation to one of the priority areas identified. Program Priorities, Key Outcomes and Required Activities The Ministry will continue to support capacity building in the sector through a grants program that will focus on three priority areas: Program Evaluation Inclusive Leadership Volunteer Management Effective evaluation helps to ensure that project/program outcomes are aligned with advancing the organization s mandate and demonstrates clearly to funders the return on investment. Projects will increase capacity for program evaluation in the NFP sector. Evidence continues to demonstrate that organizations are directly impacted in a positive way when they adopt a culture of inclusive leadership: one that recognizes the value of diversity in leadership. Projects will develop diversity/inclusion in leadership in the NFP sector. Volunteerism plays a key role in Ontario s not-for-profit sector. Efforts to create and sustain a strong volunteer base requires effective volunteer management. Projects will enhance capacity for volunteer management in the NFP sector. Program Priorities Develop the capacity to demonstrate/articulate the results of programs in the NFP sector Increase the capacity for program evaluation Improve the methodologies/practices used to measure project success/impact Develop diversity/inclusion in leadership in the NFP sector Enhance recruitment and retention of inclusive leadership Improve the policies and practices in organizations Create/sustain a strong volunteer base in the NFP sector Enhance capacity for volunteer management Create a volunteer management framework for the sector 4
Program Evaluation Inclusive Leadership Volunteer Management Key Outcomes Monitor and assess progress Articulate impacts/successes Use relevant program evaluation language/terminology Identify risk and develop mitigation plans Use benchmarking Demonstrate how initiatives advance organization s mandate Develop a diversity and inclusion strategy Develop an implementation plan Benchmark use of inclusion practices Develop an HR policy that promotes inclusive leadership Develop a volunteer policy that promotes inclusive leadership Develop a policy and procedures framework to manage and engage volunteers Develop a plan to increase volunteer hours Develop a plan to increase number of volunteers Develop an effective marketing awareness campaign that demonstrates the value of volunteering Develop benchmarks for volunteer satisfaction and demonstrate improvements Demonstrate that organizations utilize volunteers to advance their mandate Identify and use the competencies required for volunteer management within the organization Required Activities Proposed projects must perform the following activities: Develop, implement and evaluate a program designed specifically for the benefit of not-for-profit organizations in Ontario; Develop measurable activities and project outputs that will contribute to achieving the outcomes of the program; Market or promote the project to organizations, relevant stakeholders and other interested parties; Communicate project activities, disseminate project outputs and mentor organizations; Report to the Ministry as required about project activities and finances, including shortterm results, and the project s impact and the expected long-term impact; Demonstrate where possible community support in the form of volunteer time, contributions from other organizations, cash or in-kind support from corporate sponsors, individual donors. 5
Program Expectations Projects that support not-for-profit sector sustainability, capacity building, innovation and community building in one of the key priority areas. Projects must benefit as many organizations as possible, communities, and/or more than one part of the not-for-profit sector. Projects that demonstrate the ability to leverage corporate funding. Projects that will have lasting or sustainable impact on the sector. Projects that respond to a demonstrated need in the sector overall in relation to: 1. Program Evaluation - Developing the capacity to demonstrate/articulate the results of programs in the NFP sector 2. Volunteer Management - Creating and sustaining a strong volunteer base in the NFP sector 3. Inclusive Leadership - Developing diversity and inclusion in leadership in the NFP sector Key Dates and Timelines Milestone Date * Deadline for applications October 5th, 2016 at 5:00 p.m. EST Anticipated Ministry approval of applicant proposals Release of first payments to successful applicants Early December 2016 Late December, 2016 *Please note dates are approximate and the Ministry reserves the right to adjust as required ELIGIBILITY The Applicant The Ministry is seeking applications from: 1) Network or Umbrella organizations with member organizations operating in Ontario, and, 2) Partnerships representing two or more not-for-profit organizations that demonstrate an ability to recruit and work with a large number of organizations and will be jointly responsible for developing and implementing a project. NOTE: Where it is proposed that multiple organizations undertake the proposed project, the application shall be made by only one lead eligible organization, which will be responsible for completing the application process and, if approved, will be responsible for fulfilling the terms and conditions of the funding outlined in the agreement. 6
Eligibility Criteria In addition to the above criteria, to be eligible for funding, organizations must: Not have received funding under the 2014-17 Partnership Grant Program Be incorporated as a not-for-profit corporation without share capital in any jurisdiction in Canada, and: o Have its head office or other primary place of business in Ontario; and, o Have been operating for at least two years in Ontario; or o Be a charitable organization or foundation registered as a charity by the Canada Revenue Agency and have been operating for at least one year in Ontario; Carry commercial general liability insurance of not less than $2,000,000 for property damage, bodily and personal injury for the activities/projects being proposed, Be compliant with Ontario s Human Rights Code 1 and all other applicable laws. PREPARING AN APPLICATION Please review these guidelines, including the eligibility criteria, before submitting an application. When completing your application, please note the following: a) Refer to Program Priorities, Key Outcomes and Program Expectations of the PGP initiative to review specific requirements. b) The following attachments must accompany your application: Proof of Eligibility incorporation as a not-for-profit or charity (Letters Patent) Current Board of Directors List including position title and contact information By-Laws of Applicant Organization Audited Financial Statements for the most recent year If Applicable, Participating Organization Partnership Commitment Letters Partnership Commitment letters should include the following information and be signed by an individual with signing authority for the Partnering Organization: 1. Statement of agreement with the project s objectives and outcomes; 2. List of the Partnering Organization s specific commitments to the project and/or roles as defined in the project proposal; 3. Indication of the Partner Organization s commitment to fulfilling its specific obligations as stated in the project proposal. Project Evaluation Framework for the proposed Project Organizational Chart for the proposed Project c) Please submit your application online using the template available through the Grants Ontario System. Applications submitted in a different format will not be accepted. d) The application must include the signature of a person with the authority to bind the organization (e.g., Executive Director, Chief Executive Officer, Chief Administrative Officer, etc.) and by the Chair of the lead organization s Board of Directors. 1 Please refer to Appendix A for more information about the Ontario Human Rights Code. 7
Deadline PGP applications and supporting documents must be submitted through the Grants Ontario System by 5:00 pm EST on October 5th, 2016. The Ministry may refuse to consider applications that arrive after the deadline or are incomplete. For any technical questions Contact Grants Ontario Customer Service Line at (416) 325-6691 or 1-855-216-3090, Monday to Friday from 8:30 a.m. to 5:00 p.m. Eastern Standard Time, or by email at GrantsOntarioCS@Ontario.ca Reference Guide For Applicants: http://www.grants.gov.on.ca/prodconsum/groups/grants_web_contents/documents/grants_web_ contents/prd11213170.pdf Information Sessions Ministry staff will host three information sessions by teleconference on: Tuesday, August 30, 2016 at 10:00 a.m. - French Tuesday, August 30, 2016 at 2:00 p.m. - English Wednesday, September 7, 2016 at 10:00 a.m. - English To register please RSVP at PGP@ontario.ca. The information sessions will offer an overview of the goals and objectives of the program as well as provide an opportunity to pose questions. Key Application Elements The title or name and a brief overview of the project as well as contact information for other organizations participating in the project. The overview should be no longer than 60 words. What will the project achieve and how does this address the program criteria and funding priorities? Who will benefit and how? What is the geographic reach of the project? What are the key activities and how will the project be organized and carried out? How will you measure the project outcomes (project evaluation framework) and determine if the impacts are beneficial? Who will manage the project (organization and individuals) and what is their experience managing projects of similar scope? What are the project outputs (resources, lessons learned, etc.) and how will they be disseminated to other non-profit organizations? What is the total project budget (e.g. $42,000 per year for 1 year)? What is the amount that you are requesting from the Ministry? 8
GRANTS ONTARIO APPLICATION INSTRUCTIONS Applications Grants Ontario All PGP applications must be submitted electronically through Grants Ontario at www.grants.gov.on.ca. Applicants must have a Grants Ontario account in order to apply. If you do not have a Grants Ontario account, you must first create a ONe-key account and then register for a Grants Ontario ID and password. Please visit www.grants.gov.on.ca and click on the How to Apply link for information on how to get an account. You can also refer to the Grants Ontario System Registration Guide for Applicants for instructions, which is also found on the Grants Ontario website under Grants Ontario Help. Once you are registered and have access, the next step is to complete an application through Grants Ontario. Registration may take up to 5 business days so give yourself plenty of time to register before starting the application process. If you have any questions or difficulties during this process, do not hesitate to contact the Grants Ontario Customer Service Line at (416) 325-6691 or 1-855-216-3090, Monday to Friday from 8:30 a.m. to 5:00 p.m. Eastern Standard Time, or by email at GrantsOntarioCS@Ontario.ca. NOTE: If submitting a proposal in more than one of the priority areas, individual applications are required. List of Required Attachments (see Item 5) A proposal will be deemed incomplete if all required attachments are not received. Project and organization attachments must be identified with different naming conventions. Section G2 - Additional Questions (see Item 11) Please consider the following when responding to question #9 onward: Describe the activities you will undertake to achieve this. Indicate when key activities will take place and who will be responsible for them. List the measures or targets you expect to achieve. Section G3 - Project Work Plan Please attach a work plan based on a 15 month period commencing January 1 st, 2017. Section H1 - Project Financial Information Two-year projects will be funded up to $100,000/year for the first year and up to $200,000/year for the second year. All budgets for approved projects will be negotiated with the Ministry at the time of contracting. Section I - Performance Measures In column 3 Goals please indicate the number of outputs you anticipate achieving for each metric. If appropriate, a value of 0 will be accepted by the system. If you wish to identify additional metrics, please use the client provided performance metrics table immediately below. 9
NOTE: Funding may be used for: The Ministry will not fund: If you specify any additional metrics beyond the mandatory or Ministry provided metrics, you will be required to report on those additional metrics. Section J - Partnership / Stakeholders Information (if applicable) Please note that this refers to proposals that are being submitted in partnership with other organizations. Eligible and Ineligible Expenses Funding is available for two-year projects. Personnel costs including salaries and benefits of program staff directly involved in the project or professional service fees; Participant training, support and related costs; Project design, planning, and evaluation; Project costs such as materials, resources, transportation, marketing and promotion, training, rent, and liability insurance for the project; Website development, website expansions/enhancements, development of online tools and resources, and other online tools that promote collaboration and information sharing for these projects, software related costs are eligible; Project-related administration costs (not to exceed 15% of total eligible project expenses). Project budgets will be negotiated with the approved grant recipient and the Ministry at the time of contracting. Total funding will not exceed $100,000/year for the first year and $200,000/year for the second year of a two-year project. Capital, start-up or ongoing operating costs; Budget deficits; Religious and/or political activities; Activities that may result in an infringement of rights protected under the Ontario Human Rights Code and all applicable laws; Programs, activities or services outside Ontario; Honorariums or other cash payments for project participants; Permanent staff salaries; Membership fees, fundraising activities, committee and political meetings; Costs funded by other grant programs; Components of a project already funded by another funding program; Capital expenses, furniture, computers, fixtures or other equipment; Commitments made by the applicant(s) prior to, or in anticipation of, official written notification from the Ministry that funding has been approved; Refundable Harmonized Sales Tax (HST). 10
Application Review Criteria Ministry staff will review applications and may consult with other funders, organizations and ministries. Proposed projects will be reviewed giving consideration to the following criteria: Whether the proposed project meets the basic program criteria. How well the proposed project will support not-for-profit sector sustainability, capacity and communication within the sector. How the project will be evaluated by the applicant organization and the organizations receiving the capacity building support (including an evaluation framework) (internally/externally). The role and level of commitment of partner organizations (if applicable). The applicant s ability to leverage funding from a corporate funder. Whether proposed activities are measurable and achievable within the scope of the proposed project. Potential for project to have a lasting impact through sharing of best practices, dissemination of knowledge and mentoring. Whether the applicant s capacity meets the program requirements to deliver on the project. Whether the application includes an achievable work plan that is aligned with a costeffective budget. Submission of an application does not guarantee that funding will be granted. Evaluation of Applications Ministry staff will evaluate the application to determine the degree that it has met the requirements identified in these guidelines. Ministry staff will evaluate the application to determine the degree to which the proposed project outlines a plan to achieve program outcomes. This process will result in the recommendation of successful applicants. Successful applicants will work with the Ministry on the details of their projects and enter into a funding agreement with the Ministry. PROJECT REPORTS AND RESULTS ANALYSIS The Ministry will require interim and final reports for approved projects. The details of what is to be included will be set out in the funding agreement. Projects will be monitored and payment schedules established based on completion of deliverables. Successful applicants must complete a post-project report (PPR) form within three months of completion of the project. The PPR will contain a financial reconciliation and a report on results that includes the performance measures and program outcomes achieved. Grant recipients will be held accountable for achieving outcomes and providing updates on project metrics. Grant recipients may be required to submit further reports at the request of the Ministry. 11
DISCLOSURE OF INFORMATION Applications submitted to the Ministry are subject to the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F. 31 ( FIPPA ). FIPPA provides every person with a right of access to information in the custody or under the control of the Ministry, subject to a limited set of exemptions. All applicants are advised that the names and addresses of grant recipients, and the amount and the purpose(s) for which grants are awarded is information made available by the Ministry to the public, including the posting of grant awards on the Ministry website. For the full text of FIPPA, please visit the following link: https://www.canlii.org/en/on/laws/stat/rso-1990-c-f31/latest/rso-1990-cf31.html. MINISTRY SERVICE STANDARDS The Ministry has a commitment to providing quality service to our stakeholders. We can guarantee that: Applicants will receive written acknowledgement of the receipt of an application within 15 business days of the posted deadline. Applications will be assessed fairly and consistently against program criteria, organization eligibility criteria and potential outcomes. Once a funding decision has been made, applicants will be notified in writing, in a timely manner. Applicants will be updated, in writing, on the status of their application if they have not received notice of a funding decision within 14 weeks of receipt of the application. All applications that are submitted in French will be responded to in French. PROGRAM CONTACT INFORMATION For further information about the application process, please register for the one of the teleconference information sessions or contact the Voluntary Sector Relations Unit using the following email address: PGP@ontario.ca. APPENDI A Ontario Human Rights Code Ontario s Human Rights Code, R.S.O. 1990, c. H.19 provides for equal treatment in the areas of services, goods, facilities, accommodation, contracts, and employment without discrimination on the grounds of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, disability, age, family status, marital status, the receipt of public assistance (in accommodation only), and record of offences (in employment only). For information about the full text of Ontario s Human Rights Code, please visit the following link: http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90h19_e.htm 12