Web Guide to workshop, seminar and conference funding
What you will find in this guide
This guide describes the Health Policy Research Program's
(HPRP) scope, eligibility, review and selection process. It also outlines
the responsibilities and reporting requirements of successful
applicants.
The guide is divided into five sections, as follows:
We encourage you to read the entire guide before beginning
to prepare an application to ensure you can meet all the requirements.
HPRP policies and guidelines may change without prior notice. This guide is
in effect during the time it is posted on the Web. HPRP will
announce any major changes immediately they are made, and reserves
the right to interpret the information contained in this guide
and any conditions attached to funding.
About the Health Policy Research Program
HPRP funds research initiatives that provide an evidence base for policy decisions. The main objectives are:
- to generate quality extramural research that has policy relevance
for Health Canada and responds to requirements for evidence-based decision making;
- to facilitate the dissemination of usable policy research evidence
within Health Canada and to other health decision makers; and
- to foster links between research and decision making to help
bridge the gap between what is known and what is applied in policies
and programs relevant to Health Canada and other health policy
makers.
HPRP funds two types of research initiative:
- primary, secondary and synthesis research projects;
- workshops, seminars and conferences;
For more information, read funding classes.
Within these two classes, there are a number of activities
and expenses that are ineligible for funding. Read ineligible activities and expenses).
A working group comprised of representatives
from branches within Health Canada identifies policy areas in
which the department would like a research initiative to be carried
out. These become the topics of requests
for applications.
HPRP is a contribution program as defined in  Treasury
Board's Policy on Transfer Payments. This means that HPRP operates
under Treasury Board-authorized terms and conditions and is subject
to the Financial Administration Act. HPRP funds are made available through annual parliamentary appropriations.
A contribution is a transfer payment that is subject to performance conditions
specified in a contribution agreement. The recipient must show
that these conditions are being met in order to be reimbursed
for specific costs. The government may audit the use of contributions.
In addition, the intellectual property associated with the research
initiative funded by a contribution (as opposed to that funded
through a contract) belongs to the recipient at the end of the
project. Read intellectual property, ownership and copyright.
Amendments to the contribution agreement
Once an agreement has expired it cannot be amended. An amendment
to the contribution agreement is required for the following:
- change in the amount of funding;
- change in the duration of the funding;
- change of key members of the project team; and
- change in activities from the approved project.
An amending agreement may not be used to change the recipient
agency.
Premature termination by recipient agency
Notify HPRP immediately when the project cannot be carried
out for any reason. Termination requires the submission of a report
on results to the point of termination, a final Record of Expenditures
and a refund payable to the Receiver General for Canada (when advances
to the date of termination exceed actual expenditures).
What you need to know before applying for
funding
Eligibility
Each application for HPRP funding
involves two players: the recipient agency and the principal
investigator. The recipient agency receives and administers any HPRP funding,
while the principal investigator plans and holds the workshop,
seminar or conference. The recipient agency and principal
investigator must be different from one another.
All Canadian not-for-profit institutions,
corporations and societies capable of undertaking research initiatives
are eligible to be recipient agencies. Examples of such
organizations are universities and hospitals, provincial, territorial
and municipal government departments and agencies, voluntary agencies
and societies, and associations of health professionals. Departments
and agencies of the Government of Canada and federal Crown corporations
are ineligible.
Recipient agencies must have the capacity to monitor the
principal investigator's work to ensure that he or she follows
the terms of this guide and the contribution agreement, maintains
the integrity of the workshop, seminar or conference, and plans
and runs it in an ethical manner, even though formal ethics review
is not required.
Recipient agencies must be able to provide accounting and administrative services to ensure
the workshop, seminar or conference is administered according
to the terms in this guide, the contribution agreement and any
relevant legislation (such as the Financial Administration Act)and to provide office space for the principal investigator and
any co-investigators and collaborators, as well as office furniture
and routine secretarial services and equipment.
Since principal investigators and any co-investigators
and collaborators do not become agents or employees of Health Canada,
and the Government of Canada assumes no responsibility for accidents,
illnesses or claims arising out of work undertaken with HPRP funding,
recipient agencies must acquire and maintain liability insurance.
During application review, agencies may be asked to provide proof
that this insurance is in place.
The principal investigator is the person responsible
for the intellectual direction of the proposed workshop, seminar
or conference. The principal investigator contributes his or her
expertise and time to the project, but does not receive a salary,
stipend or honorarium from the HPRP contribution. Only one person may be the principal investigator. Employees of
departments and agencies of the Government of Canada and federal
Crown corporations may not be principal investigators.
Former employees of the Government of Canada
must ensure they comply with the Values
and Ethics Code for the Public Service. Rulings are made
case by case. For more information, contact your departmental
Conflict Resolution Advisor.
Both the recipient agency and principal investigator must be in good standing.
If you have any questions about eligibility,
please contact the HPRP program consultant named in the request for applications.
What you need to know after you have submitted
your application
There are several stages through which an application usually
passes on the way to a funding decision. A particular request for
applications may add, omit or modify steps.
Screening for mandatory requirements
HPRP officers review each application to determine its eligibility,
completeness and conformity Read mandatory application requirements.
An application that does not meet these mandatory requirements
is rejected without further review.
Departmental policy review
A committee including the policy contacts and others knowledgeable
about the subject matter of the proposed events reviews all the
applications that have met the mandatory requirements.
A proposal must meet or exceed all policy review criteria to be recommended
for funding. As you are preparing your application and proposal,
be sure to cover all the criteria.
Before making a final recommendation,
the committee and HPRP officials have the right to inquire
about any matters pertinent to the execution of the proposal.
A time limit for settling these issues may be imposed.
Final approval
After verifying availability of funds, HPRP recommends to
the Minister of Health that Health Canada fund the project. The
Minister's funding decision, based on that recommendation, is
final.
Contribution agreement
Health Canada and the recipient agency must complete and sign
a contribution agreement before any contribution may begin. The
agreement sets out the terms and general conditions of the contribution,
the purpose of the workshop, seminar or conference and the expected
results, the obligations of all the parties involved and the reporting
requirements. If Health Canada and the recipient agency cannot
agree on these terms and sign a contribution agreement, Health
Canada may rescind its offer of funding.
What you need to know if you receive funding
HPRP contributions are a type of transfer payment, subject
to certain terms and conditions. This section sets out the requirements
recipients must meet.
General financial administration
The contribution agreement and its appendices will outline
the plan for advances and reporting requirements. Previous advances
must be accounted for before subsequent advances may be released.
Accounting
Funds advanced correspond to immediate cash requirements for
the conduct of the project. At the end of each quarter, the agency
must submit a Record of Expenditures and a Cashflow Forecast
for the following quarter. The Record of Expenditures must include
the amounts spent by category during the period reported. The
authorized financial officer of the recipient agency must sign
the Record of Expenditures. This signature certifies that the
expenditures listed are in accordance with the agency's accounts
and records and are supported by proper vouchers and other documents.
The agency may disburse contributions only for activities
directly related to the event being funded, as set out in the
contribution agreement.
There are strict limits on HPRP's ability to authorize changes to cash flow requirements. This
makes accuracy of budget forecasts crucial. Notify HPRP in
writing when there is a change in cash flow requirements; the
earlier in the year a request is made, the more likely it is
that the request can be accommodated. HPRP must authorize in
advance any changes to the approved budget.
Failure to submit an acceptable Record of Expenditures will result in interruption
of funding.
As indicated in the contribution agreement, HPRP holds back a portion of the funding until it receives
a final Record of Expenditures and a satisfactory final report.
The recipient agency is responsible for covering any expenditures
during this time, but HPRP will reimburse the recipient agency
once it receives the final documentation.
Reporting
General guidelines for reporting are outlined below. The
contribution agreement will also set out specific reporting requirements.
Failure to submit acceptable reports and financial claims on
time will result in delay and possible forfeiture of payments,
and will compromise eligibility for future funding.
Schedule of payments and financial reporting requirements
HPRP will advance contributions quarterly based on the Cashflow Forecast.
The quarters reflect the Government of Canada's fiscal year,
which runs from April 1 to March 31. Recipients must account
for any contribution advance within 15 days of the end of each
quarter during the year and within 30 days of the end of each
fiscal year. The recipient agency may be advanced a sum equal
to one month's expenses in April to ensure that there is enough
money to continue work without interruption. Subsequent advances
will only be made once HPRP receives the year-end report.
Due dates for receipt of the Cashflow Forecast and Record of Expenditures are as follows:
- 1st quarter (April 1 to June 30): due before July 15;
- 2nd quarter (July 1 to September 30): due before October 15;
- 3rd quarter (October 1 to December 31): due before January
15; and
- 4th quarter (January 1 to March 31): due before April 30.
HPRP will supply Cashflow Forecast and Record of Expenditures forms; no
other claim format will be accepted.
The project team for an event that is funded with a contribution
of $100,000 or more must report the total amount of funding
received from other sources at the end of the project.
Progress report
A progress report is due semi-annually as soon after March
31 as possible but no later than April 30 and again as soon after
September 30 as possible but no later than October 15. Submit
a one- to two-page summary of progress. Describe progress since
the last report, relating back to the time line. Address any
variance in spending from the last approved budget notification.
Amendments require prior approval. If progress or spending deviates
from the plan, describe your plan for getting back on track.
HPRP may request a progress report at any time.
Final reports
There are many sources of advice about how to
write policy reports (as opposed to a scientific report or
journal article). One useful reference is the Canadian
Health Services Research Foundation. To maximize the uptake
and applicability of results from policy research among the many
target audiences, final reports may be peer reviewed. A standard
format is mandatory for a satisfactory final report, as follows:
- executive summary of no more than three pages identifying
the main findings, the target audience and the policy implications
and recommendations in language suitable for the general public
(you will be required to rewrite the summary if it is overly
technical or otherwise unsuitable);
- detailed report covering the following in the order
suggested:
- why is this important?
- discussion of policy and program implications associated with each major
finding or recommendation;
- discussion of possible implementation of the findings;
- consolidation of knowledge gained (updated literature review);
- lessons learned and reflection on major conclusions;
- analysis of gaps;
- plans and prospects for publication and dissemination of the results to
policy makers and organizations; and
- a summary of the objectives, design and methods.
Papers published in peer-reviewed journals as a result
of the funding are important for evaluating the success of support
for studies in a particular field. Forward a copy of all publications
resulting from the event to HPRP. All reports, synopses, fact sheets, books, videos and conference
presentations published as a result of the support must acknowledge
the contribution of the Health Policy Research Program, Health
Canada.
Submit the executive summary to the program consultant
by e-mail. Submit three hard copies (one of which should be
unbound) and a diskette or compact disk copy of the final report
by mail. The cover page must include the following:
- the project's HPRP file number;
- the event's title;
- the authors' names, addresses, telephone and fax numbers, and
e-mail addresses;
- an acknowledgement of funding support as follows: "This research has been conducted with a financial contribution from Health Canada's Health Policy Research Program"; and
- a disclaimer: "The views expressed herein do not necessarily represent the views of Health Canada."
Distribution
While under no obligation to do so, HPRP reserves the right to make final reports and executive summaries available
to Health Canada staff and others, as set out in the contribution agreement
Final reports are available through interlibrary loan. Address inquiries to:
Health Canada Departmental Library
Jeanne Mance Building, Tunney's Pasture
Address Locator: 1902B
Ottawa, Ontario K1A 0K9
Telephone: (613) 957-1545
E-mail: hclibrary_bibliothequesc@hc-sc.gc.ca
Additional reporting may include discussion or presentation
of reports or papers. Principal investigators may be invited to
meet with departmental officials at the outset of funding to discuss
the policy context of the event or at the end of the project to
present findings and policy impact. HPRP's desire for communication
is not meant to infringe upon organizers' right and obligation
to publish final results. Rather, it is meant to enhance avenues
of collaboration, and to facilitate the dissemination and transfer
of knowledge.
Audit
Funding arrangements are subject to financial and operational
audit at any time during or after completion of a project. Recipient
agencies must maintain financial records for seven years or until
such time as an audit is completed.
Other things you need to know
Funding classes
HPRP makes contributions under two funding classes, as outlined
below.
Primary secondary and synthesis research projects
This class is intended to support research projects whose objectives
and hypotheses will contribute to the policy mandate of Health
Canada. The class includes primary, secondary and synthesis research.
- Research is the formulation and investigation of research questions
to elicit new knowledge. This can include the use of one or more
methodological approaches, such as the collection and analysis
of original data (primary research, such as focus groups, surveys,
interviews, etc.), the analysis of previously collected data
(secondary research, such as national survey data or provincial
discharge abstract databases), or any appropriate combination.
- Synthesis research is the identification, review, analysis
and appraisal of the best available existing knowledge for a
specified area of policy development under active consideration
by decision makers. This can include published and unpublished
literature, the practical experience of decision makers and the
expert knowledge of researchers.
Workshops, seminars and conferences
This category is intended to advance a policy research agenda
beyond the development or research phase. This would include support
for events such as consensus conferences or conferences to disseminate
and promote the use of research findings.
Ineligible activities and expenses
The following activities are ineligible because they duplicate
work that falls under the mandate of jurisdictions other than the
federal government or because they do not produce results that
inform policy:
- policy work outside the scope of the request for applications;
- database development, maintenance or both;
- stand-alone or descriptive surveys (unless they are among a
variety of methods used to answer a specific policy research
question);
- work that is the mandate of the federal government;
- laboratory research;
- clinical research or research whose outcome is aimed mainly
at a clinical audience; and
- demonstration and/or evaluation of interventions or programs.
The following are ineligible expenses:
- activities for which funds are received from other organizations;
- costs incurred prior to the approval date or after the termination
date;
- services mandated under federal or provincial legislation;
- contracted work or consultant fees amounting to more than 50
percent of the budget;
- principal investigator, co-investigator(s) and agency officer
remuneration or release time;
- consultant time of people eligible to be co-investigators;
- costs of maintaining databases; and
- overhead, including administration of finance office, office
furniture and equipment, professional training and development,
purchase of books or journal subscriptions, rental, purchase
or renovation of space, contingency allowances and other unidentified
miscellaneous fees.
Intellectual property, ownership
and copyright
Intellectual property
Any rights to intellectual property developed under Health Policy Research Program funding are owned by the recipient agency or the
principal investigator and project team, depending on intellectual
property agreements these parties have together.
Ownership
Neither the HPRP nor Health Canada claims any rights to any invention resulting from
research it supports. It is important that you seek protection
for inventions or developments supported through HPRP funding and
make every effort to see that maximum benefit to Canada results
from the application of any such discoveries. HPRP requires a report
of what products, if any, are produced as a result of work supported
by the HPRP. A preliminary plan for the protection and exploitation of the expected outcomes
of your research should be part of your application.
HPRP does not support research projects whose principal outcome
is judged to be profit, so you must disclose and justify any revenue
you plan to generate.
Purchased equipment authorized under a contribution budget belongs
to the recipient agency.
Copyright
Canada's copyright laws are such that copyright is deemed to belong
to the author. Published papers resulting from research HPRP supports
must, however, acknowledge that assistance. Similarly, any databases
or data sets developed in whole or in part with assistance from
HPRP belong to the recipient agency or the principal investigator
and project team, depending on what arrangements or regulations
may be in effect at the recipient agency.
Issues of intellectual property, ownership and copyright should
be resolved prior to submitting an application for funding.
Mandatory requirements
Eligibility
- The recipient agency must be in good standing with Health Canada (with no overdue
reports), having made any disclosures related to conflict of
interest.
- The application must be for the type of work specified in the
request for applications.
- The objective of the application must relate to a policy priority
specified in the request for applications.
- The time line, budget amounts and entitlement must be within
program and request for applications limits and be justified.
- The principal investigator must be in good standing with Health Canada (with no overdue
reports), and have the capacity to administer federal contributions
and monitor performance according to guidelines.
Completeness
- All parts of the application form have been completed.
- Applications include original individual and agency signatures
and attestations.
- All mandatory attachments have been provided.
- The proposal contains at least the following elements:
- a critical review of the literature, bodies of knowledge and practice;
- a description of the objectives of your event sufficient to enable assessment
of policy priority fit (read policy review criteria);
- a description of the activities, anticipated outcomes, analysis plan, and
criteria for evaluating results;
- a description of how the work will be carried out in sufficient detail
to allow reviewers to determine whether the methods, budget, team membership
and time line correspond and are likely to produce the desired outcomes;
and
- a description of a dissemination plan designed to meet the need to transfer
knowledge to the appropriate policy audience.
Departmental policy review criteria
- 1. Relevance
- Does the proposed event focus on the issue identified in the
request for applications?
-
- 2. Objectives and rationale
- Are the objectives and rationale clear?
Are they in line with the specific Health Canada policy priority?
Are they grounded in the health policy literature?
- 3. Statement of work
- Are the activities (including the process to be followed, time
lines, proposed participants and proposed audiences) appropriate?
Are the expected outcomes articulated? Are they appropriate?
- 4. Organizers/Participants
- Are the roles and responsibilities of the members of the organizing
team appropriate? Are the essential individuals (collaborators,
main speakers and participating organizations) involved?
Is there national representation? Have Health Canada officials been consulted
in the development of the application? Has their commitment been secured?
If so, is there evidence of their involvement in or contribution to the event?
- 5. Dissemination plan
- Does the plan go beyond the basic academic presentation? Does
it target a policy or program audience?
- 6. Budget
- Is the budget in line with the proposed activities?
- 7. Overall coherence
- Do all the components fit well together?
- 8. Overall impact
- Does the event have the potential to successfully respond to
the policy priority with a contribution to a) the base of health
policy knowledge, b) ongoing debate in the area in question,
or c) the development of the health policy agenda?
Licences, certificates and agreements
You may require the support and cooperation of other professional
departments, associations or health agencies to plan and hold your
event. Be sure to look into and discuss in your proposal any licences,
reports or permits you will need to acquire to carry out the investigation.
Attach to your application proof of consent to use others' data.
HPRP cannot recommend a proposal for approval until all these
documents have been received.
If research is planned in the Northwest Territories, Nunavut or
Yukon, be aware of the special requirements. Under the Northwest Territories Scientists Act, researchers are required to obtain
a licence to conduct research in or based in the Northwest Territories.
Similar requirements apply for Yukon (the Scientists and Explorers Act) and for Nunavut (the Nunavut Scientists Act).
Access to information and privacy
The information contained in an application is Health Canada Protected,
and the information falls under both the Access to Information Act and the Privacy Act. HPRP respects the principles of those acts, and only uses and discloses information in an application for review purposes. Disclosure should not violate the "need-to-know" principle, whereby protected information is only made available to departmental officials who have a bona fide need for it.
After the final recommendation has been made, only the original
application is retained in the Health Canada file. Every precaution
is taken to ensure proper disposal of all other copies.
The Privacy Act requires that an individual be allowed access to
records used by a federal department or agency in a decision-making
process directly related to that individual. The contribution
and award records of HPRP are part of the federal information
banks to which this Act applies.
All the information used to make funding recommendations can be
accessed by the applicant, excluding the names of referees and
reviewers, or information that could identify these people.
Any inquiries concerning HPRP under this Act should be addressed
to:
Access to Information
Health Policy and Communications Branch
Health Canada
Address Locator: 1912
Ottawa, Ontario K1A 0K9
Telephone: (613) 957-3082
Language policy
The contribution agreement sets out the official languages policy.
This policy applies to all actions in which Health Canada, or its
agent, has control. HPRP and the review committee will scrutinize
the proposal and the dissemination plan for appropriateness in
terms of language and culture to any stakeholder population, not
limited to Canada's two official languages.
Canadian Heritage offers assistance for interpretation and translation.
When conducting its own affairs, HPRP follows the Official Languages Act.
|
