Youth Employment Strategy Guide for Applicants

Youth Employment Strategy Programs Offered By Human Resources and Social Development

Under the Youth Employment Strategy, Human Resources and Social Development offers the following three programs:

All Youth Employment Strategy programs funded by Human Resources and Social Development share similar guiding principles, eligibility requirements, contribution recipient roles and responsibilities.

Guiding Principles

Youth program activities are based on the following principles:

to provide youth with increased access and a broader mix of tailored programs and services that will encourage lifelong learning and their full participation in the labour market;
to ensure youth have the information, skills and work experience they need to find and keep a job;
to foster innovative approaches to developing improved employability skills and work opportunities for Canadian youth;
to support collaboration and strengthen partnerships among federal, provincial, territorial and municipal governments and businesses, employers, not-for-profit and voluntary organizations, Aboriginal groups, other youth-serving agencies and community-based organizations, and
to respect the Government of Canada's official languages policy and employment equity requirements.

Eligible Applicants

Applicants eligible to receive funding from Human Resources and Sociao Development for a Youth Employment Strategy project include:

businesses
organizations (including not-for-profit, professional, employer and labour associations)
public health and educational institutions
band/tribal councils, Aboriginal organizations
municipal governments

Eligible Participants

Each Youth Employment Strategy program targets the participation of specific youth client groups. For detailed information concerning participant eligibility, please refer to the Skills Link, Career Focus and Summer Work Experience sections of this guide.

Applicant Roles and Responsibilities

Prospective contribution recipients are responsible for:

designing and delivering the project;
recruiting and selecting eligible participants;
securing the involvement of partners;
managing the overall finances of the project, which includes paying income support to participants when required;
adhering to good management practices by maintaining accurate progress reports and financial records;
providing support and supervision to participants; and
ensuring accountability by reporting, tracking and maintaining participant information for follow-up.

Partnerships

The needs of youth are complex and require the expertise of many partners. The Youth Employment Strategy encourages cooperation among Aboriginal communities, public health authorities, universities and colleges, businesses, and not-for-profit and voluntary organizations. When developing a proposal, the applicant should also demonstrate that a partnership has been formed with at least one other organization and clearly outline the commitment, expertise and resources that each partner will bring to the project.

Proposal Development

Proposals from eligible applicants should:

demonstrate that the project supports the objectives and principles of the Youth Employment Strategy;
outline the activities to be performed in pursuit of these objectives and principles, as well as indicate the location of all activities;
indicate the number of participants, as well as the participation of any employment equity designated group (i.e., women, Aboriginal persons, visible minorities, persons with disabilities);
provide an estimate of expenditures to be incurred, including monetary and/or in-kind contributions from partners;
describe the results to be achieved; and
complete the appropriate application form.

A Human Resources and Social Development official will contact the applicant once they have submitted a proposal. To ensure the proposal includes the necessary information and requirements, the elements outlined below should be included in the applicant's proposal.

1. Project Title

The project title will be used when referring to the proposal.

2. Project Objectives and Goals

This section should provide a clear statement of:

project objectives, goals and measurable milestones; expected outcomes, including how project activities will benefit the community and assist participants in acquiring employability skills, finding employment, becoming self-employed, or returning to school; targets for the number of youth completing the project and the number of participants achieving the results listed above; and other positive outcomes related to proposed activities.

3. Operational Plan

This plan should include:

project outlines and timelines, from project design and participant selection to project completion;
the total duration of the project, including start and end dates;
the intent, nature and amount of time dedicated to all project activities - including any skill enhancement activities such as life and employability skill enhancement - to take place as part of the project;
a description of how the project will develop the employability skills and employment results of participants;
monitoring procedures, including schedules;
a plan to collect data on employment results for participants at the end of the project, and the methods to be used to assist those participants who are unemployed and have not returned to school after project completion; and
a description of the environmental impact of the project and the environmental assessment that has been undertaken, where required under the Canadian Environmental Assessment Act.²

² For further information about the requirements under the Canadian Environmental Assessment Act, visit the Department of Justice Canada Web site at canada.justice.gc.ca/en/index.html

4. Project Activities

These activities are a key component of a proposal and should be clearly defined. For further clarification about eligible activities for each of the Youth Employment Strategy programs, please refer to the appropriate program section.

5. Applicant Information

This section should include a description of:

history and number of years in business;
mandate and traditional ongoing activities;
ability to manage the project;
experience in dealing with youth;
previous experience in delivering youth-related projects funded by Human Resources and Social Development and by other federal departments, provincial, territorial or municipal governments; and
previous projects that have produced successful results.

6. Partner Information

This section should include a description of:

funding sought from other sources;
the relevant experience of partners;
the type and extent of the partners' support to the project; and
written confirmation of partner commitments, including monetary and/or in-kind contributions.

7. Community Information

This section should provide a description of the community, including information and planning activities concerning:

geographical, socio-economic and labour market factors;
the relationship between the various partners and the applicant, including monetary and/or in-kind contributions, and details concerning the specific involvement of each partner in the project;
any support and cooperation the community would provide;
any relevant community consultation carried out; and
how the project meets labour market needs in the community.

8. Participant Information

Participant information should describe the:

recruitment of participants, for example through interviews and/or information sessions, referrals from youth serving agencies and other community organizations;
basis for selection of participants, for example, eligibility criteria, interests, commitment, education and/or readiness for participation in a project;
participants targeted, such as youth facing barriers to employment and employment equity designated groups; and
the means by which participant eligibility will be verified.

9. Project Financial Information

This section should identify:

the proposed operating budget and administrative costs by expense categories;
financial systems and bookkeeping records to be used; and
the source and amounts of funding, including monetary and/or in-kind contributions from partners or other sources.

10. Overhead and Participant Costs

Financial assistance may be provided to cover all or a portion of the costs associated with operating and delivering approved activities. Costs may include, but are not limited to:

participant remuneration, including wages or allowances,³ and the employer's share of mandatory and other employment-related costs;
overhead costs, including wages and employment-related costs for staff, licenses, permits, fees for professional services, bank charges, utilities, material, supplies, travel, insurance, disbursement for research and technical studies, disability needs, rental of premises, leasing or purchase of equipment, audits, assessment and evaluations;
expenses relating to specialized arrangements or equipment for persons with disabilities;
costs associated with workers' compensation;
costs associated with the central administrative functions that are drawn upon to support agreement activities.

Note: Capital costs for the construction of a building (other than small repairs or renovations to support the participation of persons with disabilities) or the purchase of land or buildings are not eligible costs.

³ Wages and allowances must be equivalent to the prevailing provincial or territorial minimum wage rate. Wages are taxable, insurable and pensionable; allowances are taxable only. The appropriate deduction must be made at source, and T4s, T4As and Records of Employment must be issued.

11. Other Sources of Funding

Applicants should provide monetary and/or in-kind contributions that reflect a commitment to the success of the project. This funding could come from the private sector, not-for-profit organizations and/or other levels of government.

Applicants must report all other sources of funding, including monetary and/or in-kind contributions, and may be required to provide information about such funding.

12. Monitoring and Follow-up

Applicants should provide a description of how participant progress and success, as well as the overall success of the project, will be measured and monitored.

Further Considerations

General Liability Insurance

Applicants must provide general liability insurance coverage that covers all participants, project coordinators and staff for damages they might cause to third pa

rties in carrying out project activities. Human Resources and Social Development, however, makes no warranty or representation as to the adequacy of the policy coverage. The applicant is solely responsible for determining the policy's adequacy and for obtaining any additional insurance required.

Human Resources and Social Development may cover participants for physical damages and/or personal injury. The comprehensive general liability insurance provided by the department, however, is subject to certain exclusions, in particular the use of a vehicle. In such cases, sponsors should ensure that they have adequate automobile insurance coverage, whether public or private.

If applicants already have comprehensive general liability insurance, they must ensure their insurance is valid for the duration of any funding, or contribution agreement.

Workers' Compensation

The applicant must arrange for workers' compensation coverage, or similar coverage, to cover participants and staff where required by law in each province or territory. In some provinces and territories, Human Resources and Social Development may have a global agreement to cover participants and staff. Departmental officials will be able to tell the applicant if a global agreement is available for projects in their area.

Health and Safety

Applicants must ensure that participants are working in a safe environment throughout the project. It is the applicant's responsibility to supervise the participants' work, provide health and safety information, and provide information sessions and safety equipment (if required) for all participants employed.

For further information about health and safety, please refer to the brochure Are You in Danger? It Only Happens to Others..., available at the nearest Service Canada Centre or on the Internet at youth.gc.ca

Official Languages

It is the applicant's responsibility to provide any services and activities, and offer any notices, advertisements or other materials relating to the project in both official languages according to instructions issued by Human Resources and Skills Development Canada officials.

Nepotism

No participant who is a member of the applicant's immediate family, or a member of the family of a director or senior officer of the applicant, may be recruited unless there is prior approval by Human Resources and Social Development.

To further clarify, immediate family means:

father, mother, stepfather or stepmother;
foster parent;
brother or sister;
spouse or common-law partner;
child, including child of common-law partner, stepchild, ward;
father-in-law, mother-in-law;
any relative permanently residing with the coordinator or a director or senior officer of the applicant.

The Application

Specific application procedures for each of the Youth Employment Strategy programs are set out below.

To apply for funding, the following form must be included in an application package:

Application for Funding Form (EMP 5209)
Project Proposal

Applicants must submit their application package to the nearest Service Canada Centre.

For projects that are national in scope, applicants must submit their application and proposal to the following address:

Service for Families, Seniors and Youth
National Projects / Support to Delivery Network
Human Resources and Social Development
140 Promenade du Portage
Phase IV, 4th Floor, Mail Drop 403
Gatineau, Quebec K1A 0J9

Proposal Assessment

The criteria-based assessment process for evaluating proposals ensures that all proposals are evaluated objectively against the Terms and Conditions of the respective program, client and community needs, availability of funds, and themes and priorities of the current year.

Proposals are assessed, recommended and approved based on the following criteria:

eligibility of the applicant;
experience in delivering this type of activity;
results achieved if previously funded by Human Resources and Social Development;
quality of the proposal;
extent to which the project will assist participants in making a transition into the labour market;
extent to which the project will meet identified community and labour market needs;
means to measure the progress of the participants and the success of project activities;
adherence to local, regional and/or national priorities;⁴
clarity of objectives, outcomes and scheduled time frames;
potential of project to address employability gaps;
involvement and commitment of partners;
demonstrated administrative procedures for the management of the project; and
demonstrated bookkeeping and financial controls.

⁴ For information about local, regional and/or national priorities, applicants should contact the nearest Service Canada Centre.

The Contribution Agreement

Once proposals are approved, they become the subject of a formal contribution agreement between Human Resources and Social Development and the applicant. Project activities must not commence until an agreement is signed by the applicant and Human Resources and Social Development. Costs incurred prior to both parties signing the contribution agreement will not be reimbursed.

Duration of the Contribution Agreement

Most contribution agreements are for one year, however, depending upon budget availability and other factors, the maximum duration of an agreement can be up to three years. The duration of each agreement will vary depending upon factors such as priorities identified during the planning process, types of activities, the applicant's previous experience with program delivery, financial viability, and organizational capacity, and the availability of funds.

Ongoing Monitoring and Follow-up

Contribution recipients must submit both financial and progress reports to assess the project's effectiveness. Contribution recipients are also required to provide reports on participant results following the project's completion.

Table of Contents

More information for employers

More information for youth

About the Youth Employment Strategy

Thirteen Government of Canada departments and agencies work in partnership with business, labour, industry, not-for-profit and voluntary organizations, rural and remote communities and all levels of government to help young people get the information and develop the skills and work experience they need to prepare for and participate in the world of work. Read more about this initiative or call the Youth Info Line at 1 800 935-5555.