Citizenship & Immigration Canada



CIC - Ontario Region

Call for Proposals 2011-2012

For Initiatives that Support the Settlement of Newcomers

Guide for Applicants

APPLICATION DEADLINE May 21st, 2010 at 15:00 h (EST)

Application form included. Attachments and program guidelines available at atwork.

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Table of Contents

Introduction 4

Part I: Overview of the Settlement Program 5

Settlement Program 5

Expected Results/Outcomes 5

A. Orientation

B. Language/Skills

C. Labour Market Participation

D. Welcoming Communities

E. Policy and Program Development

Activity Streams 7

1. Information and Orientation

2. Language/Skills Development

3. Labour Market Participation

4. Community Connections

5. Needs Assessment and Referrals

6. Support Services

CIC Funding Priorities 9

Part II: Eligibility Criteria 9

Eligible Applicants 9

Eligible Clients 10

Eligible Activities 10

Geographic Scope 11

Eligible Expenditures 11

What is not funded 12

Part III: How to prepare an application 13

Things to consider when developing a proposal 13

How to prepare a project proposal 13

1. Application for Funding Form

2. Executive Summary

3. Applicant Profile

4. Project Rationale

5. Action Plan

6. Budget

7. Work Plan/Logic Model

8. Supporting Documents

How to complete the application for funding form 14

Work plan/logic model 22

Part IV: The CFP Process 22

Submit your application 22

Screening and Assessment Criteria 23

Get the results 23

Negotiate your Contribution Agreement 23

Part V: Contribution Agreement 24

Progress Report and Financial Records 24

Acknowledgment (Federal Identity Program) 25

Questions 27

Part VI: Application Form 28

Checklist 29

| | |

|Appendix A - Budget Template |Appendix E - Class Planner |

|Appendix B - Other Funding Sources |Appendix F – Personnel Chart |

|Appendix C - Logic Model |Appendix G – Childminding Chart |

|Appendix D – Class schedule | |

| | |

|Annex A - CIC - Ontario Region Priorities |Annex B – Glossary |

Introduction

Citizenship and Immigration Canada (CIC), Ontario Region, invites non-governmental organizations, non-profit corporations, community groups, municipalities, businesses, educational institutions, umbrella organizations and individuals to submit proposals for funding which support the Department’s policies and programs for the settlement of newcomers to Canada that can be initiated in the 2011-2012 fiscal year.

This Guide for Applicants is designed to help applicants understand settlement programs and equip them to prepare a funding proposal under the Call for Proposal (CFP). Please be aware that thorough and complete information is essential for the assessment of proposals.

In addition to completing the general information/application form, your organization will also need to attach supporting documents. If you require help with the application process, please refer to the Citizenship and Immigration Canada contact information as identified in the covering letter received with this guide.

When you have completed your application, you will need to send the entire application with required signatures, (as identified in your constitution and bylaws) and supporting documents. Two copies (1 paper and 1 electronic) of the completed application are required as follows:

1. Paper copies – Paper copies of all documents must be mailed to the address identified in the covering letter.

2. Electronic format - You can do this by sending in a CD or USB key with your application. Accepted formats .PDF or Word and Excel documents

Departmental support for an approved project will be in the form of a contribution agreement, the terms of which will be consistent with the Treasury Board Policy on Transfer Payments.



The Department reserves the right to amend and interpret the criteria and practices described in this guide.

Citizenship and Immigration Canada thanks you for your interest in working with the Department to improve the integration outcomes of newcomers to Canada.

Part I: Settlement Program Overview

Citizenship and Immigration Canada (also referred to as the Department or CIC) derives its authority for the CIC Settlement Program from the Immigration and Refugee Protection Act (IRPA). Under this authority, the Department funds programming and services to support the settlement, adaptation and integration of newcomers into Canadian society. The CIC Settlement program directly contributes to the following objective in IRPA (although other objectives are also supported):

3. (1) (e) to promote the successful integration of permanent residents into Canada, while recognizing that integration involves mutual obligations for new immigrants and Canadian society.

CIC Settlement Program:

The Department has developed a modernized approach to its Settlement Program, which enhances flexibility, coordination and responsiveness in programming to better meet the needs of newcomers. This modernized approach aims to strengthen accountability and improve desired outcomes.

This approach allows service providing organizations (SPOs) greater flexibility to design and deliver services that best meet the settlement needs of clients and support newcomer integration. It builds on previous settlement funding program streams LINC (Language Instruction for Newcomers to Canada), ISAP (Immigrant Settlement Adaptation Program) and Host, combining their objectives under one program and expanding client eligibility.

The modernized approach articulates specific settlement program outcomes for newcomers and broad service delivery streams/themes to achieve those outcomes. All projects and /or services funded under this CFP must adhere to the terms and conditions for settlement programming and ultimately contribute to one or more of the CIC expected results/outcomes.

The Settlement Program - An outcome-based program

Expected Results:

A. Orientation – Newcomers make informed decisions about their settlement and understand life in Canada. Activities to provide prospective immigrants and newcomers with access to accurate, timely and useful settlement-related information about Canada, for example, both directly, through in-person or on-line orientation activities, or indirectly, through advertising, websites, or some publications are expected.

B. Language/Skills – Newcomers have language/skills needed to function in Canada. Settlement programming is used to achieve language and skills development outcomes by:

• Providing language training so that newcomers have the official language skills needed to function and contribute to Canadian society;

• Providing life-skills to high needs newcomers, including resettled refugees; and

• Providing training to enhance skills and knowledge of the Canadian work environment.

C. Labour Market Access – Newcomers obtain the required assistance to find employment commensurate with their skills and education. Examples of activities include bridging projects, job search help, skills training, provision of labour market information and workplace orientation, and other services that are intended to equip newcomers with the skills, information, and support they need for entry into the labour market. Ideally services are provided as part of a seamless continuum of supports for both newcomers and employers.

D. Welcoming Communities – Newcomers receive help to establish social and professional networks so they are engaged and feel welcomed in their communities. Activities focus on individual and community bridging, including: mentoring programs, supporting and encouraging volunteerism, fostering cultural awareness, anti-racism and welcoming communities and neighbourhood services.

E. Policy and Program Development - To ensure effective delivery and achieve comparable settlement outcomes across Canada. Through this expected result, policy standards, tools and guidelines can be developed. Additional examples under this stream include: curriculum and assessment tools and resources, professional development and promotion of the settlement sector.

For Canada to realize the economic, social and cultural benefits of immigration, newcomers must integrate successfully into Canadian society. The CIC Settlement Program plays a major role by assisting immigrants and refugees to overcome barriers specific to the newcomer experience, so that they can undertake their longer-term integration on a similar footing to other Canadians.

CIC settlement program services aim to provide newcomers with the information required to make informed decisions, language skills adequate to their settlement and integration goals, and the support they need to build networks within their new communities. CIC funds the delivery of settlement programming across the country, and provides support for initiatives that contribute to the strengthening of the settlement sector.

To maximize flexibility for SPOs to deliver services and programming that both meet the needs of clients and is aligned with the results above, a series of six broad service delivery themes has been developed. SPOs can identify their expected settlement program outcome and the mix of settlement services, under one or a combination of the delivery streams, that best suit community conditions.

The modernized approach recognizes that each of the expected outcomes can be achieved through a combination of activities from various streams/themes.

Settlement Program Delivery Streams

CIC funds settlement services that address settlement related needs falling under the following broad streams/themes:

1. Information and Awareness Services: This theme provides newcomers with the information they need about Canada and the community in which they are settling, or intend to settle. It includes information provided via the web, orientation sessions overseas, and post-arrival information/orientation sessions or classes.

2. Language Learning and Skills Development: Official language training is a key settlement service, for which there is an established infrastructure, with clear attainment benchmarks being used by trainers and assessors. Official language proficiency is key to success, not only in the labour market, but in navigating life outside of work. In addition to language, many newcomers also require development of other skills (for example, life skills for refugees from less developed countries). Through this theme, service providers can support newcomers in developing the requisite skills to contribute to Canada, economically, socially, and culturally.

Please note that an application under the Language and Skills development stream should follow the Language Instruction for Newcomers to Canada (LINC) levels and the Canadian Language Benchmarks (CLB). For more information on these please go to the CIC website at: cic.gc.ca/english/resources/publications/welcome/wel-22e.asp

3. Employment-related Services: The majority of newcomers come to Canada intending to enter the labour market. The Labour Market Participation theme includes activities that support newcomers’ entry into the labour market. These activities can include, for example, job search skills, networking, internships, mentorships, or work placements.

4. Community Connections: This theme recognizes settlement as a reciprocal process, with rights and responsibilities for both the newcomer and the receiving society. Through this theme, service providers can offer, for example, cultural awareness and anti-racism initiatives as well as matches with the newcomer and Canadian volunteers to assist in settlement.

5. Needs Assessments and Referrals: Needs assessments are an increasingly important and ongoing part of settlement service delivery, and relate to the range of CIC-funded settlement services. This theme also covers the referral of newcomers to CIC-funded and community settlement services.

6. Support Services: CIC provides funding for support services that act as “enablers”, allowing newcomers to participate fully in other settlement services (e.g. language training). This category includes, for example, ongoing childminding (an informal, unlicensed arrangement for the care and supervision, on a daily or regularly-recurring basis, of a child with a parent receiving ongoing CIC-funded settlement services at the same site), accommodation for clients with disabilities, and assistance with transportation to settlement programs. Support services also include short-term or “transitional” settlement-related services which can deal with immediate needs and crisis, enabling newcomers to participate in more intensive services. These include translation and interpretation services (for example, of documents from the country of origin), or to assist in arranging accommodation, and referrals to counselling.

Provision of settlement services in these streams will enable CIC to achieve its long-term results. On the whole, CIC’s settlement services contribute to the overall, long-term integration of newcomers to Canada. More specifically, they contribute to the following ultimate outcomes:

• Newcomers find employment commensurate with their skills and experience.

• Newcomers enjoy their rights and act on their responsibilities.

• Canadians provide a welcoming community to facilitate the full participation of newcomers in Canadian society.

• Newcomers contribute to the economic, social and cultural development of Canada.

CIC – Ontario Region Funding Priorities:

In addition to the identified outcomes, CIC is seeking proposals that address Ontario’s regional settlement funding priorities. Applicants should review the document Settlement Funding Priorities (Annex A). This document should be used as a guide to assist in funding proposal development.

Part II: ELIGIBILITY CRITERIA

Eligible Applicants

Eligible applicants, often referred to as service providers, are:

• Provincial, territorial or municipal governments

• Non-profit organizations*: community groups, non-governmental organizations, umbrella organizations, and non-profit corporations.

• Businesses

• Educational institutions**(including school boards, districts and divisions)

• Individuals

*Non-profit organizations should:

• Be incorporated and governed by a democratically elected board or executive body composed of Canadian citizens or permanent residents

and

• Have been in existence for at least two years.

**Educational institutions must be recognized and licensed to operate under provincial or territorial statute. They include:

• Public community colleges;

• Vocational schools;

• Public degree-granting universities and colleges; and

• School boards and their elementary and secondary institutions.

Eligible Clients

Eligible clients for the Settlement Program are limited to:

• Permanent residents of Canada who have not become Canadian citizens;

• Protected persons as defined in Section 95 of the Immigration and Refugee Protection Act (IRPA);

• Individuals who have been selected, in Canada or overseas, to become permanent residents pending completion of medical, security and criminal verification statutory requirements, and who have been informed, by a letter from CIC;

• Convention refugees and protected persons overseas who have been selected for resettlement in Canada by Citizenship and immigration Canada;

• Live-in Caregivers

o Applicants overseas who have been informed, by a letter of confirmation from CIC, of the approval of their temporary work permit are eligible to receive services under the Canadian Orientation Abroad (COA) initiative,

o Applicants in Canada and in possession of a temporary work permit issued under the Live-in Caregiver Program are eligible for all settlement services with the exception of language training.

Restrictions:

• To access language training, an eligible client must first undergo a language assessment by a qualified assessor and be of legal school-leaving age within their applicable province or territory;

• Temporary workers, including those nominated under Provincial Nominee Programs, are not eligible for services offered under the CIC Settlement Program except for those accepted under the Live-in Caregiver Program and those described in bullet 5 under Eligible Clients.

In addition, Canadian citizens and refugee claimants are not eligible for services offered under the CIC Settlement Program.

Eligible Activities

Eligible services are those that directly address settlement-related needs detailed under the broad delivery streams (See Program overview). Eligible services also include indirect services and initiatives that contribute to the strengthening of the settlement sector (e.g. professional development, research, conferences, etc).

Eligible services do not include services to the general public that normally fall within the mandate of other federal departments and provincial governments.

The project must align with at least one Settlement Program outcome (see page 5) and identify at least one of the settlement activity streams. If more than one outcome is addressed the applicant must identify which is the primary and secondary outcomes of the proposed activity.

Geographic Scope

A project can be regional or local in scope.

*A project is regional in scope if it includes participants from more than one Ontario municipality/region, or if it clearly demonstrates that proposed activities have regional relevance: i.e. apply to all of Ontario Region.

* A project is local in scope if all activities are delivered within one municipality/region: i.e. activities in Toronto, London, Peel/Halton, Sudbury or Hamilton.

Applicants must identify whether projects are regional or local in scope. If the project is local, the municipality of service must be clearly identified.

Eligible Expenditures

Contributions may be made toward project-related costs associated with the agreement as follows:

• Salaries, wages and related benefits;

• Assessment and training materials including textbooks and other instructional resources/materials;

• Costs associated with meetings related to project activities;

• Overhead costs including rental of space or equipment and costs associated with administration and audit;

• Professional or consultancy fees for technical and legal advice, accounting and audit services;

• Travel costs;

• Purchase of materials and supplies, telephone, postage, printing and duplication;

• Transportation and childminding costs for eligible clients and their eligible dependants requiring childminding services;

• Necessary Capital Expenditures, preapproved by the Department, of up to 15% of the total value of the Contribution Agreement. Capital Expenditures cannot exceed 50% of the total contribution amount in any given year.

• Arrangements and devices for eligible clients with disabilities of up to $10,000 per disabled client to a maximum of $100,000 per year per agreement;

• Research, conferences, promotion/publicity and training;

• Training and Professional Development;

• Delivery assistance tools.

What is not Funded

CIC will not reimburse costs for the following:

• Expenses related to rewards and recognition. It may, however, be permissible, with the approval of the Department, to use non-salary funds for small expenditures, such as plaques, particularly in relation to volunteer recognition;

• No financial assistance (except transportation and childminding costs) will be paid to eligible clients.

• Costs incurred abroad or involving activities outside Canada, including costs related to international travel.

• Salaries, benefits and travel costs for elected principal officers such as directors, executive officers and members of managing committees; (these are not eligible for funding without explicit permission of CIC);

• Activities that have already been undertaken or completed before an application is made or before an approved contribution agreement is in place; and,

• Profit-making activities.

Part III: HOW TO PREPARE AN APPLICATION

Things to consider when developing a proposal

• What gaps exist in settlement services available to newcomers in your community or throughout the region?

• What are your main expected results/outcomes of your project?

• What is the primary benefit to newcomers with your project? What would you like to accomplish with your program or project?

• Will your program or project further the fulfilment of the strategic priorities of CIC?

(See Annex: A CIC priorities)

• How will the success of your program be measured (quantifiable and measurable benchmarks)?

How to Prepare a Project Proposal

Proposals should clearly explain what your organization and your partners want to achieve and why. Notwithstanding your relationship with CIC, please remember to detail your experience or that of your partners in service delivery to the intended client group. The Proposal should be clear and concise. We encourage you to use point-form lists, charts or other illustrative techniques to simplify the presentation.

Completed and legally signed proposals must be received or be post-marked by May 21st 2010. Proposals received after that time will not be assessed for funding.

Projects must (i) address an identified need or issue, (ii) include a detailed project plan with milestones, a full budget, and (iii) identify how your organization will track and report on measurable results as they link to specific results. The proposal should be written as a separate document from the application. Every proposal should contain clearly defined performance objectives against which benchmarks can be established to measure progress and success. YOUR PROPOSAL SHOULD NOT BE MORE THAN 20 PAGES MAXIMUM. THIS DOES NOT INCLUDE THE APPLICATION FORM, THE BUDGET SHEETS OR SUPPORTING DOCUMENTATION.

Proposals will be screened to determine completeness of the application package, whether the submitting organization is eligible to receive funding (see page 9) and whether the project activities fit the scope of the call for proposals. Those that meet the eligibility criteria will then be assessed to determine project relevance, potential for success and cost-effectiveness. It is therefore important that you ensure your proposal demonstrates the following:

• The project activities and results will contribute to one or more of the Program expected results;

• Project activities/services are feasible and cost-effective;

• The objectives are achievable and realistic and meet identified needs;

• The milestones are appropriate to the organization’s capacity to plan the workflow and assure quality results;

• The organization is able to plan, monitor and report on the progress of activities and evaluate project results;

• The organization is able to administer competently the financial cycle of the project including cash flows, claims and financial reports.

The detailed proposal must include:

• An application for funding form – General Information

• An executive summary (max 2 pages);

• An applicant profile (max 4 pages)

• A project rationale and description

• An action plan

• A detailed budget

• Work plan/Logic Model and;

• Supporting documents.

How to Complete the Application for Funding Form

The following section describes the minimum information requirements for each section:

1. Application for Funding Form (See page 28)

Read this guide thoroughly before completing the Application for funding form. A completed and signed form must be included with the printed copy of the proposal that is sent to CIC. This form can either be completed on-line atwork. printed, and signed, or a blank form can be printed, completed manually with black or blue ink, and signed.

All parts of the form should be completed, except those marked “Official Use”. Indicate with N/A, those boxes which do not apply.

Boxes 1-9:

Enter the legal name, address, phone and fax numbers of the organization. Include email and website addresses.

Boxes 10-11:

Enter the name, title, phone number of the contact person.

Boxes 12-13:

Enter the appropriate numbers of the organization, if applicable.

Box 14:

Project Title and brief description. Enclose a more detailed description in the proposal.

Box 15 (a,b,c):

a) In the PRIMARY section, indicate one outcome that is the primary focus of the proposal (maximum of one). NOTE: when sending the proposal to CIC, write the primary outcome on the outside of the envelope. Also mark whether the application is regional or local in scope.

b) Indicate, as applicable, all activity streams/themes included in the proposal.

c) Identify specific regional programming priority(ies) the project meets, if applicable (see CIC Regional Priorities Annex A)

Box 16 - 17: Enter the proposed start and end dates of the activities. The actual dates will be negotiated if the proposal is approved for funding.

Box 18 - 20:

Enter the total contribution requested from CIC for this proposal as well as the total project cost. NOTE: for proposals spanning more than one fiscal year, clearly indicate in the proposal the breakdown of contributions by fiscal year. Complete a separate budget form for each fiscal year in the proposal (maximum 2 years).

Box 21 - 24:

Enter the name of the official who has authority to sign on behalf of the organization. Enter the position of this individual. Have this individual review, sign and date the application. An unsigned application will not be processed.

2. Executive Summary (max 2 pages)

Begin with an executive summary of not more than two pages, briefly describing:

• The project title;

• The organization, how long it has been in existence, and the services it offers;

• The objectives of the proposal;

• The planned activities;

• The target group;

• The expected outcomes;

• Any special features of the proposal;

• The duration of the proposal; and

• The total amount of funds requested under the proposal.

3. Applicant Profile (max 4 pages)

Governance

• Indicate whether the organization is a not-for-profit organization and whether it is affiliated with any other body.

• State whether the organization is governed by a board or executive body and whether members are Canadian citizens, permanent residents or other.

• Provide information on the governance structure. Including an organization chart and number of staff and a current list of the executives (or board members).

• Indicate whether the organization is administered, managed and staffed by Canadian citizens, permanent residents or others who are authorized to work in Canada.

• Explain the extent to which and how clients participate in the organization’s governance and operation.

Organizational Activities

• In order of importance, list the objectives and indicate the geographic area of operation and impact (i.e.: locally, regionally, provincially, nationally or internationally).

• Describe the activities carried out by the organization and the proportion of services for immigrants and refugees compared to all activities.

• Describe the organization’s experience and knowledge of immigrant settlement issues, adult language training, employability programs; history of satisfactorily delivering results and meeting accountability and management requirements of other funded projects.

• Disclose all previous funding received from the Government of Canada for any type of project or services and other sources of funding for proposed activities;

• Describe the client group normally served

Project

• Confirm that the proposed project activities are in line with the organization’s mandate and objectives.

• Demonstrate how the organization is legally authorized to provide the services and

• Describe how the organization has the capacity (current or potential) to successfully complete the proposed project activities.

4. Project Rationale and Description

• Describe the proposed services or activities;

• Provide an explanation of how the proposed project fits within the frameworks set out in the Call for Proposals.

• Identify the outcomes that the project aims to address and the activity stream(s) that will contribute to those outcomes. It is not expected that all applicants are to be working on more than one outcome or project stream. Please note that applications focusing on one theme are accepted. If you are identifying more than one theme, please specify your primary theme and your secondary one.

• Substantiate the need for the proposed project and related activities, including research findings, statistics, statements from authorities, community representatives or clients.

• Describe how the proposed activities will address client and community needs.

• Identify whether this (or similar) activities are being offered in your community.

5. Action Plan

Activities

• Clearly indicate the project inputs (resources used for the project, i.e. financial, in kind, staffing), activities undertaken to achieve results, results outputs (direct products or results of activities, i.e. # of clients served, # of jobs created), results (immediate and longer term benefits, i.e. new knowledge, new skills, improved conditions) and outcomes (CIC expected results). See Logic Model - Appendix C

• Explain how these activities relate to the project outcomes and to the Settlement Program outcomes.

• Specify the language tests to be administered to the clients, if applicable;

• Indicate which official language(s) will be used.

• Include a schedule of activities. For each activity indicate duration, and timelines.

Evaluation

• Describe the performance measurement strategy that will be used to measure and report on project activities, deliverables and results.

• List performance indicators that are linked to the expected outcomes and to the purpose of the initiative and that will be used to evaluate success in the short, medium and long term;

• Describe how this performance information will be used by the organization for ongoing improvement during the lifespan of the project.

Clients

• Describe the target population for services, including the expected number of participants;

• Explain the selection criteria and process, if applicable.

Management

• Describe the staff needed, including position titles, duties, salaries and qualifications, whether they are full- or part-time, and how they will be selected.

• Include job descriptions for all identified positions

• List the names of the staff members proposed for these positions, including qualifications and languages spoken, and whether they are Canadian citizens or permanent residents.

• Describe responsibilities in the proposed project of each staff members involved.

6. Budget

Please refer to Appendix A and Appendix B for the budget template and Other Funding Sources Form.

A) Complete the budget template relating to the time frame of the project. Complete a budget form for each fiscal year of your project. When completing the budget group similar costs together within each section.

B) Provide further detailed breakdowns of the grouped categories in an accompanying document in your proposal and justify all proposed expenditures, to ensure a complete financial picture of the contribution requested.

C) Provide details on other sources of funding for the project (Appendix B)

The following describes the information required in the budget:

ADMINISTRATION

Administration Wages: indicate only those positions which are not directly involved in delivery of project activities, but which provide support services to the project. Examples would include executive/corporate oversight and administrative and financial functions. Include each position title along with details such as hourly wage, the number of hours per week and number of weeks involved in the project.

Note: the cost of consultants or other contractors should be included in the Overhead section as they are not employees of the organization.

Benefits:

Mandatory Employment Related Costs (MERCs): Enter the total amount of MERCs that relate to the Administrative Wages listed in the previous section. This would be the employer’s contribution to Canada Pension Plan and Employment Insurance, as well as for Vacation Pay, Workers’ Compensation, and Health Tax. Provide a summary of this total in your proposal.

Non-Mandatory Employment Related Costs (non-MERCs): Enter the total amount of Non-MERCs that relate to the Administrative Wages listed in the previous section, if offered by the organization to its employees. Provide a summary of this amount in your proposal and include excerpts from your human resource policies, as appropriate, to further explain these benefits.

Overhead:

Enter the various categories of costs which support the program delivery activities, but which are not directly related to program activities. Group like items together. Phone, fax, internet, wireless costs associated with administrative activities can be grouped under Communication Costs. Office space rental, utilities, maintenance can be grouped under Accommodation Costs. Photocopier, fax, etc, can be grouped under Office equipment rental. The purchase of various Office Equipment/Furniture can be grouped under Purchase of Office Equipment/Furniture ( ................
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