ADULT LEARNING, LITERACY AND ESSENTIAL SKILLS PROGRAM (ALLESP)

APPLICANT’S GUIDE

SECTION A: GENERAL INFORMATION

SECTION B: HOW TO APPLY FOR FUNDING

• What you need to do
• Your detailed proposal

SECTION C: WHAT HAPPENS NEXT?

• The review and approval process
• When a proposal is approved
• Reporting requirements    

---

SECTION A:   GENERAL INFORMATION

The purpose of this guide is to assist applicants in the preparation of a proposal and application for funding from the Adult Learning, Literacy and Essential Skills Program (ALLESP) of the Department of Human Resources and Social Development (HRSD).

 

WHAT IS THE ADULT LEARNING, LITERACY AND ESSENTIAL SKILLS PROGRAM?

The Government of Canada recognizes the importance of helping Canadians gain the learning, literacy and essential skills they need in the knowledge-based economy.  These skills are the foundation for lifelong learning and are critical to Canada’s productivity and the well-being of its people.

Effective April 1, 2006, the Adult Learning, Literacy and Essential Skills Program (ALLESP) was implemented.  This program integrates the National Literacy Program, the Office of Learning Technologies Program and the Learning Initiatives Program into a single cohesive program.  This integrated program will enhance HRSD’s capacity to respond to the needs of its key partners and communities across Canada in the area of adult learning, literacy and essential skills.

The objectives of ALLESP are:

1. to promote lifelong learning by reducing non-financial barriers to adult learning; and

2. to facilitate the creation of opportunities for Canadians to acquire the learning, literacy and essential skills they need to participate in a knowledge-based economy and society.

WHAT TYPES OF PROJECTS ARE ELIGIBLE FOR FUNDING UNDER THE ALLESP?

Activities must fall under at least one of the following four streams to be eligible for funding from the ALLESP:

1.   Building Capacity

Initiatives that strengthen the capacity of the adult learning, literacy and essential skills sector to provide high quality services to people with low literacy and essential skills.  Projects might include:

• The development of learning materials, tools and methodologies for learners and practitioners that reflect Canadian reality and meet the particular needs and interests of adult learners;

• Symposia and professional development for adult learning, literacy and essential skills practitioners and/or learners;

• Creation of new partnerships and networks or expansion of existing ones that will play a vital role in building the capacity of the adult learning, literacy and essential skills community.

• Capacity building in the areas of project management, accountability and outcome measurement.

2.   Research and Knowledge

Initiatives that support the generation, transfer and application of knowledge in the field of adult learning, literacy and essential skills.  Projects might include:

• Research that applies directly to literacy and essential skills programs or addresses the literacy needs of particular groups of people in the community;

• Co-ordination and information sharing of new developments, research and activities in the field of learning, literacy and essential skills to promote knowledge dissemination and to use resources more effectively.

• Research that addresses an identified, unexplored gap in the field of adult learning, literacy and essential skills.

3.  Innovation

Initiatives that contribute to the development of innovative approaches to delivering adult learning, literacy and essential skills programs and services.  Projects might include:

• Innovative approaches that improve access to literacy and essential skills programs and/or outreach to non/low participating learner populations, as well as initiatives that improve the retention of learners in programs;

• Innovative approaches to raise literacy and essential skills levels of identified target groups such as Aboriginal people, immigrants, low skilled learners, official language minority communities, the homeless, and persons with disabilities;

• Innovative approaches that bridge essential skills and their use in the workplace and community, and support or promote the use of technology to develop these skills.

4.  Promotion and Awareness

Initiatives that foster a greater understanding among Canadians of the importance of literacy, lifelong learning and the essential skills required to participate fully in a knowledge-based economy and society. Projects might include:

• Public awareness campaigns to encourage Canadians to develop and exercise higher levels of literacy and essential skills. 

• Targeted promotion to key groups, and the development and dissemination of promotional products.
  

SETTINGS

ALLESP activities may take place in one or more of the following settings which support an individual in acquiring literacy and essential skills:

1. family;
2. community;
3. classroom; and
4. workplace

NON-ELIGIBLE PROJECTS OR ACTIVITIES:

 

• the provision of direct, ongoing adult learning, literacy and essential skills training and/or services;

• activities that have already taken place;

• ongoing activities;

• projects that need 100% funding (except for activities supported by a partnership of governments including federal, provincial/territorial and/or municipal);

• any activities that take place outside of the project scope or time frame; and

• debts or financial losses that result from a project.
  

 

WHAT TYPE OF FUNDING IS AVAILABLE THROUGH THE ALLESP?

Two types of funding are available from the ALLESP:

      1. Contributions
      2. Grants

If your application is successful, ALLESP officials will inform you as to what type of funding will apply to your project.  The criteria used to make this decision are outlined below.

1.   CONTRIBUTIONS

What is a contribution?

A contribution is a conditional transfer payment to an individual or organization for a specified purpose, the conditions of which must be defined in a contribution agreement.

• a contribution agreement is signed by both parties;

• the recipient is obligated to account for expenditure categories and funding amounts (e.g. via quarterly or monthly payment claims with detailed financial breakdown and periodic activity reporting); and

• the government will conduct financial verification via supporting documents or on-site reviews and may audit the recipient's use of the contribution.

Who is eligible for contribution funding?

The following types of organizations may apply for contribution funding:

• non-profit organizations;

• professional associations;

• all organizations of the voluntary sector (see “How is the voluntary sector defined?”);

• provincial and territorial governments and their organizing bodies*;

• provincial and territorial institutions including Crown corporations;

• universities, colleges and other educational and training bodies;

• workplace organizations, including sector councils, unions and business associations;

• international non-profit organizations (e.g. Organisation for Economic Co-operation and Development); and

• municipalities.

*Provincial/territorial government departments and agencies are eligible to be recipients if specified in a federal-provincial/territorial agreement or Memorandum of Understanding, or if approved by the Minister of HRSD.

2.  GRANTS

What is a grant?

A grant is an unconditional transfer payment which is not subject to being audited but for which eligibility and entitlement may be verified.

• a grant agreement is signed by both parties; and

• recipients may be required to periodically submit activity progress reports and general financial statements.

In order to be eligible for grant funding, applicants must meet the following conditions:

• The funding requested must be below $350,000.

• The proposal must focus on adult literacy or target adult literacy as part of a broader objective (e.g. the literacy component of a workforce learning program).

• The applicant must be a member of the voluntary sector. See “How is the voluntary sector defined?” for a definition of what types of organizations the voluntary sector includes.

• The applicant must have a positive track record with the Government of Canada or other funders in terms of financial stewardship and achievement of objectives.  Where the applicant has no track record, a grant of no more than $25,000 may apply for an initial agreement.

Who is eligible for grant funding?

Voluntary sector organizations are the only eligible recipients.

How is the voluntary sector defined? Voluntary sector organizations are those which pursue goals to serve the public or their members, as well as have an institutional form that does not allow the profits to be distributed to owners or directors.   Organizations must meet the following criteria to be considered part of the voluntary sector: Non-profit distributing (i.e., not return any profits generated to their owners or directors). Private (i.e., are institutionally separate from the government, even if receiving support from governmental sources). Organized (i.e., have some structure and regularity to their operations). Voluntary (i.e., benefit to some degree from voluntary contributions of time or money and involvement is non-compulsory or non-coerced). Self-governing (i.e., have their own mechanisms for internal governance, are able to cease operations on their own authority). Formally incorporated or registered with a Canada Revenue Agency business number.

 
ELIGIBLE COSTS UNDER THE ALLESP

The following costs are eligible for funding under the ALLESP.   Eligible costs will be identified in the funding agreement.

1. Salaries and wages for permanent or temporary professional, clerical, technical, and administrative services for time spent directly on the project or program, as well as Mandatory Employment Related Costs (MERC);

2. Honoraria;

3. Professional service fees;

4. Services for administration, accounting and bookkeeping;

5. Rent, normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, and taxes (portion of the cost related to the project only);

6. Supplies and materials, shipping charges, stationery, postage, printing, licenses and other fees;

7. Travel related to projects or programs.  International travel must be specifically authorized;

8. Computer services, library expenses, research costs and collection and analysis of statistics;

9. Advertising the availability of the project or program services;

10. Training and professional development for staff;

11. Other administrative expenses that are agreed to by both parties;

12. Workers’ compensation: The percentage related to the project of the actual costs of the workers’ compensation or of the assessment paid directly to the provincial/territorial workers’ compensation authority on behalf of employers and coordinators for participants or administrative staff;

13. Capital acquisitions are not eligible.  However, learning tools integral to the project or program, including computer hardware and software are eligible, if the funding is provided through a contribution agreement.  These capital acquisitions must however be explicitly authorized in the agreement.

MAXIMUM FUNDING AVAILABLE

Where the recipient is not a government organization, total government assistance (federal, provincial and/or municipal) may not exceed 95% of eligible costs.   Your organization must contribute at least 5% of the total project value in cash and/or in-kind.  In fact, a significant investment by the recipient is encouraged and is a good indicator of commitment and confidence in the proposed initiative.  Where the recipient is a provincial/territorial or municipal government, total government assistance may exceed 95% of eligible costs, but a recipient investment is always required.  

The maximum amount of funding available for each project is:

     1) For contributions, $2,000,000 per year. 

     2) For grants, a total of $350,000 for the project.

Typically however, funding per project is significantly lower than the maxima indicated above. 

Funding is subject to:

• year to year budget considerations of HRSD;

• use of funds by Parliament; and

• satisfactory review by HRSD of the project’s progress in meetings its objectives and financial management.

MAXIMUM DURATION

The maximum duration of an agreement (contribution or grant) may be up to five years. However, duration is typically shorter.

SECTION B:   HOW TO APPLY FOR FUNDING

WHAT YOU NEED TO DO

1.   Review the “Information about How to Apply” document for the Call for Proposals under which you are applying

The "Information about How to Apply" document complements this Guide and provides essential information about the Call for Proposals, such as the deadline date, contact information and where to send your application.  Each Call for Proposals has its very own "Information about How to Apply" document.

Please ensure that you review the “Information about How to Apply” document that is specific to the Call for Proposals under which you are applying prior to preparing your application.

2.   Complete the “Application for Funding” form

The form requests information about your organization and project.   It must be signed by the person or persons in your organization who hold signing authority.

Please note that the online "Application for Funding" is available on the ALLESP web pages only when the Call for Proposals are open.

3.   Write your project proposal

Please follow the instructions in the section entitled “Your Detailed Proposal” and ensure that your proposal follows the required format.

Please do not bind the paper copies or use Cerlox bindings or duo-tangs.

4.   Required documentation

Please note: application packages missing any of the following documents or having incomplete documents will not be considered.

The package you are sending to the ALLESP should include:

1. The signed original of the Application for Funding form;

2. A print copy and an electronic copy of the project proposal (on a clearly labelled virus-scanned CD-ROM or diskette, preferably in Microsoft Word format)

3. The following attachments:
    

   • your organization’s audited financial statements and most recent annual report.  If they are not available, an explanation must be provided;
     
   • letters or other documents disclosing other sources of proposed funding.
     
     

     The letters or documents should make a specific reference to the project and specify the amount to be contributed. If you are unable to provide written confirmation of other funding at the time of your application, please indicate the date you anticipate receiving confirmation of this contribution or provide an alternate plan of action in the event that the other funding does not come through;

   • a minimum of two letters that demonstrate community support for the project; and
     
   • evidence of union concurrence for the project (if applicable).

Please note that no additional documents will be accepted after the deadline unless requested by HRSD.

Contact us if you need help at any time If you need additional information or if you are in doubt as to whether your project idea is eligible, do not hesitate to contact us before preparing your application.  Please refer to the Cover Letter for information about how to reach us.

YOUR DETAILED PROPOSAL

Please note: To ensure that your proposal is clear and easy to read, use a font that is equivalent to or larger than Times New Roman size 12.

Your project proposal must include the following sections:

Project title

Provide a pertinent title for your project.  Please limit your title to a maximum of 100 characters.

Executive summary

The executive summary must be succinct but complete enough to stand alone as a summarized description of your project.  The executive summary must not exceed one page.

ALLESP activity stream and key setting(s)

Please indicate the ALLESP activity stream and key setting(s) under which your project fits.  Please refer to the activity streams and key setting(s) from the ALLESP information described in Section A of this guide.

Project goal

Outline the primary purpose of your project.  For example, what problem is the project intended to address?  What gap will it fill in the area of concern?

A goal is a statement of desired outcomes to be achieved and the approach to be tested over a specified period of time.  Goals must clearly link to the objectives of the ALLESP.

Objectives

Objectives are the specific targets that need to be achieved in order to attain the project goal.

Objectives should:

• demonstrate the change the project will accomplish;
• be clear and concise;
• be realistic and achievable, given organizational constraints, timeframes, and resources available; and
• relate to identified needs.

Expected outcomes

Outcomes are the consequences or changes that are expected to occur as a result of the project.   They should demonstrate what the present status of the issue/gap is and indicate to what level it will be improved or changed.   Outcomes should be specific and measurable (quantifiable and/or qualitative).

Please note: HRSD is currently developing a performance measurement framework that will require funding recipients to report project results in a systematic and consistent way.  This will allow HRSD programs to ensure that the results produced with the funding they provide support the programs’ objectives and expected outcomes, and that the initiatives funded represent good value for investment.

Please demonstrate how your project will support the expected outcomes of the ALLESP, which are:

1. improved dissemination, transfer and application of knowledge and information;
2. increased capacity of funding recipients, other stakeholders and end-users; and
3. increased awareness of the benefits of and opportunities for adult learning, literacy and essential skills.

Please note that products such as the publication of learning/tutoring materials, a promotional campaign, a research report, a workshop or a Web site are not outcomes, but rather deliverables (see ”Action Plan – activities and deliverables”).

Need for Project

Clearly demonstrate the necessity or value of the project.  Include evidence of a search for materials that may already be available to ensure that your project does not duplicate what has already been done.  Such a search could include the following resource centre databases:

• AlphaCat;
• Catalogue du CDÉACF;
• The Centre for Literacy of Quebec;
• The Directory of Canadian Adult Literacy Research in English;
• Literacy Alberta Resource Centre Database;
• Literacy BC Resource Catalogue;
• The National Adult Literacy Database;
• PRIMO; and
• The Répertoire canadien de la recherche sur l'alphabétisation des adultes en français (RÉCRAF) of the Centre de documentation sur l'éducation des adultes et la condition féminine.

Your search should also include the following Web sites describing the projects funded in recent years by the National Literacy Program (NLP), the Office of Learning Technologies (OLT) and the Learning Initiatives Program (LIP):

• NLP;
• OLT;
• LIP.

The following Web sites will also provide helpful data about literacy, essential skills and the labour market:

• 2003 Adult Literacy and Life Skills Survey - information and results;
• Canadian Council on Social Development;
• Human Resources and Social Development Canada;
• Labour Force Information; and
• Service Canada;

In addition, please provide at least two letters that demonstrate community support for your project.

Targeted beneficiaries

Within the eligible key setting(s) selected, describe the target groups for the project (e.g. literacy practitioners, adult learners, women, aboriginal Canadians) and indicate how they will benefit.  When possible, provide an estimate of how many people will benefit.

Duration

Please indicate the expected start and end dates for your project.

Action Plan – activities and deliverables

The action plan describes the activities your organization will carry out to reach the project objectives.  This section should identify what is to be done, by whom, when and for how long, the resources that will be used and the expected deliverables.  Your action plan will help HRSD to assess the quality of the planning for your proposed project and the capacity of your organization to manage the project.

ACTION PLAN
Activity (what activities are necessary to achieve the project objectives)	Responsibility (who is responsible for the activities – job title, name of partner, consultant, others)	Timeline (months in which each activity will take place)	Resources (human, material and financial resources needed to carry out activities)	Deliverables (tangible products that will be developed)

Evaluation Framework

Evaluation is defined as the systematic collection and analysis of data in relation to a project’s performance.  It is an essential part of every project. Please note, HRSD is currently developing a performance measurement framework that will require funding recipients to report how their project results support the objectives and expected outcomes of the ALLESP.

In order to ensure that project results are effectively captured and measured, a detailed evaluation framework is required as part of every proposal.   The evaluation framework must provide information about the indicators that will be used to evaluate the success of the project and to determine the extent to which its results support the objectives and expected outcomes of the ALLESP.  The framework must also include a timeline, indicate the resources that will be needed and list expected deliverables and evaluation products (e.g. evaluation reports).

EVALUATION FRAMEWORK
Area to be evaluated (based on your project objectives)	Information and Method of Collection (e.g. interviews, log, survey, self-reporting)	Timeline (evaluation activities start and end dates)	Resources (human, material and financial resources needed to carry out evaluation)	Deliverables (resulting evaluation products)

Dissemination plan and Communication plan

A dissemination plan is for sharing the materials developed, the lessons learned, the best practices and the results of your project.  Identify the audience(s) and organizations that will benefit from receiving information about your project and its outcomes.  Explain how your expertise, lessons learned, materials and best practices will be shared (e.g. workshops, seminars, conferences, journals, newsletters, Web site, brochures, CD-ROM, etc.) and provide a timeframe for each activity.

Where applicable, a communication plan promotes your project to potential learners and other stakeholders. 

DISSEMINATION PLAN – PRODUCT(S) AND RESULT(S) SHARING
Target audience	Information to be disseminated	Tools to be used	When
EXAMPLE: Wood Products Industry Association	Best practices for helping workers adapt to workplace change	Presentation at annual industry conference	July 14-15, 2006

 

COMMUNICATIONS PLAN – PROJECT PROMOTION
Target audience	Information to be shared/communicated	Tools to be used	Timeframe
EXAMPLE: Workers in mill	Announce project and purpose	Article in the local newspaper	June 2006

Sustainability plan

Sustainability plans describe the measures that will be taken to ensure that the activities and accomplishments of the project will be maintained after it ends, so that the needs of targeted beneficiaries can continue to be met.

When applicable (e.g. in the case of pilot projects), describe your plans for seeking sustainable resources for the initiative once funding has expired.      

Project Budget

The budget must clearly identify the expenditures that will be covered by ALLESP funding and the expenditures each other source of funding will cover, in whole or in part. 

For each item, provide sufficient detail to demonstrate how you arrived at the budgeted figure.  For example, rather than grouping a number of salaries together as one budget item, provide a breakdown of salary costs by job title.

More detailed information about individual budget items is provided below under “Expenditure Items”.

Other important budget considerations

• All costs must clearly relate to project activities.
• Ensure project costs for which funding is requested from the ALLESP are eligible.
• For expenditure items that will be shared between the proposed project and your organization’s other activities (e.g. rent, utilities, equipment rental), include only the portion of costs directly related to the project in your budget.
• Please indicate the GST separately when listing your cost items.  The ALLESP will only reimburse the portion of GST for eligible project costs that is not covered by your normal Canadian Revenue Agency rebate.

EXPENDITURE ITEMS

Please note: expenditures incurred prior to the project start date (as indicated in the Contribution or Grant Agreement between HRSD and your organization) will not be considered eligible and as such, will not be reimbursed by HRSD.

Wage Costs: Salaries and wages for permanent or temporary professional, clerical, technical, and administrative services for time spent directly on the project or program.

MERCs: Identify the mandatory employment-related costs (MERCs) that the employer is required by law to pay.  These costs include employment insurance premiums, Canada or Québec Pension Plan contributions, vacation pay and workers’ compensation premiums. 

Supplementary Benefits: Identify the supplementary benefit that the employer provides to the project staff.  These costs can include RRSP, dental and medication plans. These benefits paid through the project cannot exceed what is provided to other employees of the organization.

Capital Expenditures:   A capital asset is defined as any single item with a purchase value of more than $1,000 that remains functional at the end of the project.  For example, an office furniture item purchased for $1,250 that could still be used at the end of the project is considered to be a capital asset.  Capital acquisitions over $1,000 are not eligible under ALLESP.  However, learning tools integral to the project or program, including computer hardware and software, are eligible if explicitly authorized in a contribution agreement.

Ineligible capital assets may be acquired through funding from your other sources of funding.

Professional Fees:  This includes fees paid to an individual/firm for expert services.  In general, consultants will provide expertise that is not available within the applicant’s organization (e.g. a project evaluation expert). 

If consultants are to be contracted, identify the services they will provide and their cost (including per diem rates).  Please note that individuals receiving a salary from the applicant organization are not eligible to be paid as consultants; the cost of their services must be included under salaries and benefits.

Consulting contracts for any one contractor in excess of $25,000 must be awarded through a competitive process involving at least three bids.  Copies of these bids and contracts must be made available to the ALLESP upon request.

In addition, the prior written approval of the Government of Canada is required for all goods or services contracts, regardless of value, between the funding recipient and any of the following:

• an officer, director or employee of the applicant;
• a member of the immediate family of an officer, director or employee of the applicant; 
• a business in which an officer, director or employee of the applicant or member of their immediate family has a financial interest; and
• a business which, in the opinion of the Government of Canada, is related to, associated or affiliated with the applicant.

Travel Costs:  For each trip, provide the reason for travel, mode of transportation, destination, number of people travelling and estimated rates.  Indicate whether travel will be done by project staff, contractors (if the expenses are not included in the “Professional Fees” section) or any other persons, such as conference or training participants.  Travel allowances must comply with Treasury Board Guidelines.  All travel must be at economy rates.  International travel must be specifically authorized by the ALLESP.

General Project Costs

Materials and Supplies: The items normally found in this section include office supplies (e.g. paper, pens, staples, transparent tape), Information Technology supplies (e.g. floppy disks, compact disks), printing supplies if the printing is done internally (paper, ink), and reference books (dictionaries).

Printing and Communications: This section covers all services required in order to publish, publicize and disseminate documents or materials.  Items normally found in this section include printing services, advertising, marketing services, translation, postage, shipping costs, and Internet services.

Rental/Equipment Leasing: Includes the portion related to the project of all costs related to the permanent or regular rental of equipment or leasing of space required for the project.  This can include telephones, Information Technology equipment rental and leasing of space (e.g. offices, warehouse and conference rooms).

Utilities: This section can include the portion related to the project of utility services such as electricity, natural gas service, heat, water supply, telephone service, maintenance of offices and other buildings, and taxes.

Other Costs: This section encompasses all other costs eligible for reimbursement that are not covered in any other cost category. This can include honoraria (e.g. for guest speakers and resource persons), insurance, license fees, costs for administration, accounting and bookkeeping (see note below), training, professional development for staff and meeting expenses.

Note: for administrative costs, the use of flat rates or percentages is not permitted, unless approved by HRSD.  

Revenue generated from the project

Please indicate if the project will generate any revenue, and if so, how this revenue will be applied against HRSD's contribution. The revenue can be retained for the continuation of the activities after the HRSD funding has ended.  Revenue can come from fundraising or fees paid for services provided, for example.

Other sources of funding (in-kind and/or in cash)

Other sources of funding will be made up of the amount your organization is contributing and all amounts received from other sources.

Include only in-kind contributions that are specifically for the project.  Examples of in‑kind contributions include promotional activities, computers and office space provided free of charge.  Estimates of in-kind consulting contributions must not exceed reasonable billing rates for similar goods or services.  In-kind salary contribution calculations must be based on the actual salaries of the individual(s) whose time is being contributed to the project.  Estimates of in-kind volunteer contributions must be based on fair market rates for similar services.

SECTION C: WHAT HAPPENS NEXT?

THE REVIEW AND APPROVAL PROCESS

Your application package must be complete in order for your proposal to move to the assessment stage.  After the initial screening, eligible proposals are presented to a review committee composed of government and non-government experts.

Applications for project funding are assessed on the basis of the following criteria:

• applicant’s eligibility, capacity and experience;
• relevancy to ALLESP objectives;
• relevancy to identified priorities and needs, if applicable;
• strategy and methodology for meeting program objectives;
• overall quality of the proposal; and
• budget (relevancy to activities proposed, fair market value, amount requested).

Following the review, final recommendations are made. All applicants are informed once the review process is complete. 

WHEN A PROPOSAL IS APPROVED

Once a proposal is approved, an HRSD officer may contact the applicant to discuss any issues that may have been raised during the application review and approval process. Changes to the proposed project may be negotiated at this stage.

Funding will be provided to successful applicants through an agreement.  This document, signed by the funding recipient and the appropriate government authority, identifies the conditions of the funding and the rights and obligations of the signatories.  Funding applicants must be able to enter into agreements with the Government of Canada under the terms of the applicable laws of the province or territory in which they operate.  If your organization is located in the province of Quebec, you may need to take into account the provisions of Chapter M-30 of the Revised Statutes of Quebec.

REPORTING REQUIREMENTS

If your application is successful, ALLESP officials will inform you of the reporting requirements for your project.  Reporting requirements vary depending on the type of funding received (grant or contribution), the amount of funding and the duration of the agreement.

All reporting requirements will be identified in the funding agreement.