Host Program

Guide for Applicants

TABLE OF CONTENTS

Program Overview

• Introduction
• What is the Host program?

Program Criteria

• Who may apply?
• Clients
• Volunteer Hosts
• Duration of activities

The Role of Service Providers

• Promoting the program
• Selecting volunteers
• Training
• Matching volunteers and newcomers
• Support to volunteers and newcomers
• Monitoring
• Record-keeping

The Role of Host Volunteers

Eligible Expenditures

• Staff salaries and wages
• Benefits
• Overhead costs
• Capital costs
• Goods and Services Tax (GST)

How to Prepare Your Proposal

• Executive summary
• Information on your organization
• Needs assessment
• Objectives
• Activities
• Evaluation
• Budget

How to Complete the Application for Funding Form

The Approval Process

Useful Publications

PROGRAM OVERVIEW

 
Introduction

This guide will help you prepare a proposal for funding under the Host program.

Besides this guide, you will need an application form. Don’t forget that Settlement Officers from Citizenship and Immigration Canada (CIC) are available for any help you might need in developing your proposal.

What is the Host program?

The Host program aims to help immigrants overcome the stress of moving to a new country. Volunteers familiar with Canadian ways help newcomers learn about available services and how to use them, practice English or French, get contacts in their field of work and participate in the community. At the same time, host Canadians learn about new cultures, other lands and different languages; they make new friends, and they strengthen community life.

Organizations can receive funds to recruit, train, match and monitor Canadians who volunteer to serve as hosts.

PROGRAM CRITERIA

 
Who may apply to be a service provider?

• Businesses.
• Non-profit groups.
• Non-governmental organizations.
• Community groups.
• Educational institutions.
• Individuals.
• Provincial, territorial or municipal governments.

Not-for-profit organizations

Not-for-profit organizations should:

• be registered as charitable organizations, federally or provincially;
• be 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

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

• public community colleges;
• vocational schools;
• public degree-granting universities and colleges;
• school boards and their elementary and secondary institutions.

Clients

Newcomers may be matched with a volunteer if they are:

• permanent residents of Canada; OR
• individuals who have been allowed to remain here and to whom CIC intends to grant permanent resident status (including Minister’s Permit holders or people who have received special permission to remain in Canada for the purpose of becoming a permanent resident).

While the program is mainly for newcomers, other eligible immigrants may also qualify, regardless of how long they have been in Canada. They may still need help in adapting to Canadian society and integrating into the community.

Volunteer Hosts

Volunteers should be Canadian citizens or permanent residents who are established in the community and who have a genuine desire to help newcomers through the early stages of their settlement.

Duration of activities

Activities can be funded under the Host program for up to 12 consecutive months. If you want to continue the activities, you must then submit a new proposal.

THE ROLE OF SERVICE PROVIDERS

 
Service provider organizations are responsible for promoting the program, selecting and training volunteers, matching volunteers with immigrants, and giving any necessary back-up support. Service providers must also monitor their volunteer hosts and maintain records of all expenditures and activities.

Promoting the program

Promotion is important to help attract new volunteers. Promotional activities may include making contact with various community organizations, making public presentations, setting up displays in shopping malls, getting help from volunteer bureaus, placing ads in local newspapers or providing them with feature story ideas, making announcements or arranging interviews on radio and television. Marketing and promotional material, such as brochures and posters, is available through CIC.

Selecting volunteers

Service providers usually employ a Host coordinator who is responsible for screening and selecting suitable volunteers. Potential hosts should be asked about their reasons for interest, areas of expertise, references, language, availability and how they travel (for example, to work or shopping). The coordinator should also discuss what is expected of a good host.

Training

Volunteers should be trained before starting. To do so, you may have to develop a training guide and adapt resource materials from other organizations. Training could cover:

• the objectives and goals of the Host program;
• the rights and responsibilities of newcomers;
• the relationship between the volunteers and your Host coordinator;
• the support available from your staff;
• how groups of volunteers should divide their work, keep in touch with each other, avoid gaps and duplication, and avoid giving conflicting information to newcomers;
• suggestions and advice on cultural sensitivities ("do’s and don’ts");
• immigrant services available through the federal government and other community programs, and how volunteers can complement these;
• the immediate needs of immigrants and refugees upon arrival, experiences during their first year: reception, temporary housing, application for Social Insurance Numbers and provincial medical coverage, housing, language training and job search;
• immigrant movements, how immigrants are selected abroad;
• cultural profiles of immigrants who will be matched.

Matching volunteers and newcomers

CIC or other organizations may refer clients to your Host coordinator. You should contact other immigrant-serving agencies in the community to ensure they are aware of the program and that they have enough information to make referrals.

The Host coordinator is responsible for choosing interested newcomers and matching them with compatible volunteers. Immigrants can be matched with more than one volunteer, giving them a chance to experience different Canadian lifestyles. Involving different volunteers eases the workload and offers a broader range of assistance skills to immigrant clients.

In making a compatible match, the Host coordinator considers:

• the level of assistance immigrants need and the amount of help the volunteers can provide;
• the cultural group that volunteers especially want to help;
• common interests and background (family, marital status, age, occupation, education, religion);
• the language skills of the volunteers.

Support to volunteers and newcomers

The Host coordinator must ensure that newcomers understand their rights and responsibilities under the Host program, and that volunteers fully appreciate their role. Newcomers and volunteers should be able to approach the Host coordinator with any problems that may come up. If the relationship is not working out, the Host coordinator should try to find another match.

Apart from training, your organization should arrange for regular support services as well as meetings and social events where information can be exchanged and problems discussed.

Monitoring

The Host coordinator must monitor the volunteers to ensure that immigrants are adapting to their new environment, that appropriate assistance is being given, and that volunteers are keeping in close touch with clients.

Record-keeping

As a service provider, your organization must maintain records of all expenditures that CIC has agreed to reimburse and accounts of all activities. This information will help you monitor and support the host volunteers, as well as prepare your reports to CIC.

Information should be recorded on all promotional contacts and presentations, training sessions or social activities, problems encountered, progress of newcomers’ adaptation, and frequency and quality of volunteer contacts with clients.

THE ROLE OF HOST VOLUNTEERS

 
Host volunteers need to recognize the emotional needs of immigrants in a new country. Newcomers can suffer stress from settlement and from past experiences. Adapting to a new culture and environment is difficult and most people will feel some anxiety, discouragement, confusion and loneliness. Hosts can give encouragement and emotional support by listening carefully, discussing immigrants’ concerns, and letting the newcomers themselves decide what to do.

In general, volunteers can help newcomers get used to Canadian life by:

• showing them how to complete a task or helping them do it;
• showing them where they can get services or helping them arrange for services;
• giving them tours of major points of interest;
• accompanying them when they use community services for the first time;
• providing translation and interpretation assistance;
• introducing them to community life and other people in the community;
• assisting them in learning an official language through tutoring, practice sessions, help with homework and day-to-day activities;
• encouraging them in their job search by providing information on jobs, job search strategies and employer expectations, and by helping them set realistic job goals;
• organizing social events or socializing with newcomers.

Specifically, volunteers can help with:

• banking;
• shopping (budgeting, buying food and clothing);
• finding and using community services, libraries, museums, playgrounds and other major services;
• using the transit system;
• getting used to their new home;
• enrolling in the local school;
• finding daycare and babysitting services;
• finding religious services;
• locating health services;
• learning about income tax;
• obtaining a driver’s license;
• learning about Canadian laws and rules and the role of the police;
• completing job applications and writing resumes.

Rather than doing things for newcomers, volunteers should do things with newcomers and be there to give back-up support. Contacts will depend on the newcomers’ needs and the time available to volunteers.

Host volunteers should not provide material assistance, money, loans, nor any guarantees or co-signing support for loans.

ELIGIBLE EXPENDITURES

 
CIC funding varies according to the nature of the activities. Proposed expenditures must be necessary and reasonable. CIC will not fund any expenses that can be covered by another source. If your proposal is approved, you must keep records of all expenditures and activities and be prepared to justify these before payment can be made.

Staff salaries and wages

CIC may contribute towards the salaries and wages of the Host coordinator and any other staff who will be involved with your Host program, up to the current salary or wage rate for similar work in the local labour market.

Benefits

CIC may contribute towards your share of mandatory employment-related costs for staff, as required by federal or provincial/territorial laws. These costs are:

• Canada Pension Plan;
• Employment Insurance;
• vacation pay;
• Workers’ Compensation premiums, where applicable;
• employer’s health tax, where applicable;
• education levy, where applicable.

These costs are based on a percentage of wages and vary from province to province. Ask a Settlement Officer which rates apply in your region.

CIC may also contribute towards non-mandatory employment-related costs for staff such as life insurance, retirement plans and long term disability insurance.

Overhead costs

CIC may contribute towards your overhead costs, including:

• space rental;
• supplies;
• telephone;
• utilities;
• licenses, permits;
• bank charges;
• printing;
• photocopying;
• postage;
• leasing or purchase of equipment under $500;
• insurance;
• fees for technical advice, accounting and audit services;
• staff training;
• travel, meals and accommodation to attend conferences, workshops and seminars in Canada.

Costs for travel, meals and accommodation must not exceed government rates. Wherever possible, you are expected to book in advance and use public transportation, to keep costs down.

Capital costs

CIC may contribute towards the lease or purchase of capital assets worth $500 or more These should be considered as special costs and each must be approved by CIC. Funds are provided if the capital assets are deemed necessary to the success of the activities. Disposal of assets when the program winds down will be at CIC’s discretion.

Goods and Services Tax (GST)

CIC may fund part of the GST you pay on purchases. If you are eligible for a GST rebate (or Input Tax Credit), CIC will reimburse you 100 percent of the GST you have paid, minus the rebate you are entitled to. For example, if you are incorporated as a not-for-profit organization, you may be entitled to a 50 percent rebate from the Department of National Revenue, with CIC reimbursing the other 50 percent.

HOW TO PREPARE YOUR PROPOSAL

 
All applications for funding must be accompanied by a detailed proposal which demonstrates that:

• activities are in line with Host program objectives and eligibility criteria;
• services can be carried out and are cost effective;
• your organization is seeking other sources of funding and will not completely depend on Host funding.

Executive summary

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

• your organization and the services it offers;
• the objectives of the proposal;
• the activities planned;
• the target group;
• any special features of the proposal;
• the total amount of funds you are requesting under the Host program.

Your proposal should then expand on these points as follows:

Information on your organization

• Describe the immigrant services or activities carried out by your organization and the target clientele; show that you do not discriminate in providing services.
• Give the scope of your operation (urban, rural, selective, widespread, limited services, single- or multi-office locations, etc.).
• Indicate whether you are incorporated, not-for-profit, registered, etc.
• Indicate how long your organization has been in existence.
• Attach a copy of the governance documents such as articles of incorporation, constitution and by-laws, or declaration of aims and objectives.
• Give information on the organizational structure, including a list of the executives (or board members), their titles, addresses and phone numbers and a general description of the membership (what community they are drawn from and what proportion are Canadians and permanent residents).
• Give evidence of the applicant’s signing authority.
• Indicate that your organization is administered, managed and staffed by Canadian citizens or permanent residents.
• Provide evidence that your organization is well-managed and that it is faithful to its mandate and objectives (number of clients served, number of programs offered, letters of support, information on accomplishments and past experience and on staff qualifications). Show that your organization is recognized by its target population and known to be acceptable to them.

Needs assessment

• Describe the demonstrated need for your proposed activities, including statistics, statements from authorities, community representatives or clients.
• Describe the clients that will benefit.
• Indicate whether there is a need for services in both English and French, or in only one official language.
• Describe how the proposed activities relate to your mandate.

Objectives

• Explain the objectives of the proposal including time-frames.
• Estimate the number of host volunteers to be recruited and trained.
• Estimate the number of immigrant clients that could be matched.
• Give the estimated number of information sessions to be held for potential hosts.

Activities

• Describe the proposed activities.
• Indicate which official language(s) will be used.
• Describe your organization’s capacity to provide ongoing support services to host groups.
• Describe the staff needed for the activities, including position title, duties, salary, qualifications, whether they are full-time or part-time, and how they will be selected.
• List the names of the staff members proposed for these positions, including qualifications, languages spoken, and whether they are Canadian citizens or permanent residents.
• Confirm that the services proposed will be provided without charge to clients.

Evaluation

• Describe how you will determine whether objectives have been met.
• Describe how activities will be assessed and modified during the lifespan of the agreement.
• Describe how data will be gathered.

Budget

• Provide details and justify all proposed expenditures shown on the Application for Funding form.
• Provide a detailed forecast of cash flow.
• Provide information on other sources of funding, if there is not enough space on the Application for Funding form. (See Box 18 of the form.)
• Describe the accounting and reporting mechanisms in place, and your supervision and administrative controls.
• Indicate whether your organization is audited by a chartered accountant and give the name of the firm.
• Attach a copy of the last audited financial statement.
• Attach a copy of the most recent annual budget.

HOW TO COMPLETE THE APPLICATION
FOR FUNDING FORM

 
Complete the application form (IMM 5277) using a typewriter or printing legibly with black ink. Please read this guide thoroughly before filling out the form. If you need help, contact the Settlement office. All parts of the application should be completed, except those marked "Official Use".

THE APPROVAL PROCESS

 
Send the completed and signed application, along with your proposal and explanatory notes, to the nearest CIC Settlement office. Allow sufficient time for your application to be assessed. CIC will acknowledge receipt and give you a file number which you should use in any future communications.

Proposals are assessed on how well they fulfil program objectives, as well as client/community needs. As soon as a decision has been made, you will receive written notification as to whether your application has been approved.

USEFUL PUBLICATIONS

 
There is a CIC publication that you may find useful:

Marketing & Communications Handbook for Host Program Organizations (C&I-002-02-95)

It can be obtained through:

Communications Branch
Citizenship and Immigration Canada
Ottawa, Ontario K1A 1L1
Fax: (613) 954-2221

Produced by Communications and the Settlement, Integration Branch
Citizenship and Immigration Canada

To obtain more copies, contact:

Communications Branch
Citizenship and Immigration Canada
Ottawa, Ontario
K1A 1L1
Fax: (613) 954-2221

© Minister of Public Works and Government Services Canada 1997
Cat. No. Ci63-13/1-1997
ISBN 0-662-63260-5
C&I-125-10-97

November 1997