Call for Proposals — Guide for Applicants

Foreword

Introduction

Part I: Overview of Programs

• Program Descriptions

Part II: Eligibility Criteria

• Eligible Applicants
• Eligible Activities
• Eligible Expenditures
• What Is Not Funded

Part III: How to Prepare an Application

• How to Prepare a Project Proposal
• How to Complete the Application for Funding and Budget Form

Appendix A: Settlement Programs Terms and Conditions

Appendix B: Resettlement Assistance Program Terms and Conditions

Appendix C: Application for Funding and Budget Form

Appendix D: Checklist

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Foreword

Citizenship and Immigration Canada (CIC) is issuing a Call for Proposals (CFP) for national projects that will support the Department’s policies and programs for the settlement and resettlement of newcomers to Canada.

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

CIC is under no obligation to fund any project submitted through this CFP, however, where the Department chooses to fund, it will notify organizations that their proposal has been approved-in-principle. At that point, CIC will begin to develop a contribution agreement [note 1] with the submitting organization. The amount of funding and scope of activities will be contingent on the satisfactory negotiation of a contribution agreement. Do not assume that a proposal has been approved-in-principle until notified in writing by CIC. Any expenditure incurred prior to the approved project start date will not be reimbursed.

All agreements will be consistent with the Treasury Board Policy on Transfer Payments: http://www.tbs-sct.gc.ca/pubs_pol/dcgpubs/TBM_142/ptp_e.asp.

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

Thank you for taking the time to complete and submit an application for funding.

Introduction

Citizenship and Immigration Canada (CIC) seeks to build a stronger Canada by developing and implementing policies, programs and services that support the settlement and resettlement of newcomers into Canadian society.

CIC derives its authority for settlement and resettlement programs from the Immigration and Refugee Protection Act. Under this authority, the Department funds:

• programs and services to support the settlement, adaptation and integration of newcomers into Canadian society; and
• resettlement programs in support of Canada’s international legal obligations regarding refugees and CIC’s commitment to international efforts to provide assistance to those in need of resettlement.

For Canada to realize the economic, social and cultural benefits of immigration, newcomers must integrate successfully into Canadian society. Settlement and resettlement programs are crucial in providing immigrants and refugees with a supportive environment that enables them to undertake their settlement and integration process. Welcoming newcomers and helping them integrate into society is a community effort that is supported by partnerships across all communities, including those with service providers. [note 2]

The Department provides funding for the delivery and development of programs and tools in the areas of assessment, information/orientation, language and skills development, and social and economic engagement for newcomers, including newcomers to official language minority communities.

This Call for Proposals is issued to solicit proposals that support CIC settlement and resettlement programs. Projects will address an identified need or gap, will address at least one of the eligible activity streams and will provide an immediate or potential benefit to newcomers. Overall, project activities will contribute to the development of effective practices, strengthen the settlement sector and/or improve outreach and promotion.

Projects may be national or international in scope. A project is national in scope if it includes participants from or targets activities in more than one province or territory, or if it clearly demonstrates that proposed activities have national relevance. For example, a project may focus on a small community but be relevant and applicable to other organizations and communities across Canada. A project is international in scope if it clearly identifies linkages to the “Overseas Activities” stream.

Part I: Overview of Existing programs

Program Descriptions

This CFP is designed to support and enhance CIC’s existing programming while eliciting innovative initiatives. The Department’s core programming currently consists of the following programs.

Language Instruction for Newcomers to Canada (LINC)
LINC funds language training (English or French) to adult newcomers in a variety of settings. Its objectives are to enable social, cultural and economic integration, permitting newcomers to participate and contribute to Canadian society and the economy.

Immigrant Settlement and Adaptation Program (ISAP)
ISAP funds the delivery of services such as the provision of general information on life in Canada, translation and interpretation, referral to community resources, solution-focused counselling, and basic employment-related services. The objective of ISAP is to assist newcomers with settling and integrating into Canadian society.

Initiatives under ISAP have included:

• The Canadian Orientation Abroad initiative provides orientation on life in Canada to future newcomers before their arrival.
• The Enhanced Language Training initiative combines workplace experience with specialized language training in order to help adult newcomers enter and remain in jobs that are commensurate with their skills and qualifications.
• The Strategic Plan to Foster Immigration to Francophone Minority Communities develops strategies to attract, welcome and integrate Francophone immigrants into Francophone minority communities across the country, contributing to the vitality of these communities.
• The Welcoming Communities Initiative is part of Canada’s Action Plan Against Racism. The initiative supports anti-racism efforts that foster more welcoming and inclusive communities and promote the strengthened participation of new immigrants and refugees in Canadian society.

Host Program
The Host Program funds organizations which match newcomers with Canadian volunteers. The program aims to create connections between newcomers and their communities, promote inclusion and diversity, improve cross-cultural understanding and help reduce racial discrimination.

Resettlement Assistance Program (RAP)
RAP offers financial support and immediate essential services to help refugees resettle in Canada and integrate into Canadian society. Through RAP, funds are provided for services such as assistance at reception centres at the port of entry, temporary accommodation, help in finding permanent housing and orientation to life in Canada.

Private Sponsorship of Refugees Program (PSR)
The Private Sponsorship of Refugees Progam allows groups of Canadians and permanent residents to sponsor refugees from abroad. The sponsor provides the financial, medical and/or psychosocial support for up to one year after arrival.

Part II: Eligibility Criteria

Eligible Applicants

(Often referred to as service providers)

• provincial, territorial or municipal governments
• non-governmental organizations
• non-profit organizations*
• community groups
• businesses
• educational institutions* (including school boards, districts and divisions)
• umbrella organizations
• individuals

* Non-profit organizations

Non-profit organizations should:

• 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 or territorial statute. They include:

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

For more detail, see Appendix A and Appendix B.

Eligible Activities

Proposed activities and their deliverables must support and/or enhance existing CIC programming and identify at least one of the activity streams listed below. If more than one activity stream is addressed, a primary activity and secondary activities are to be identified.

Activity Streams

1. Overseas Activities

This stream entails all the activities relevant to the delivery of current and accurate pre-departure information and orientation sessions in various countries to groups of immigrants or refugees who have been selected by the Government of Canada for permanent resident status. These activities aim to increase newcomer understanding of the settlement and resettlement process and better prepare them for life in Canada.

Orientation sessions and related activities overseas (set up, management, record keeping, childminding and transportation, logistical support, evaluation) must address the needs of at least one of the following groups: government-assisted refugees, privately sponsored refugees, skilled workers, members of the family class and live-in caregivers. Applicants must demonstrate their knowledge of services available in Canada to help immigrants and refugees settle and integrate into Canadian society. They must also demonstrate their capacity to provide services to immigrants and/or refugees in multiple countries. Successful applicants will need to obtain appropriate permission from the governments of the countries where the orientation sessions are to be offered and, as required, liaise with CIC missions and international non-governmental organizations to facilitate outreach to target groups and participants.

Examples of eligible activities

• Training sessions for qualified overseas facilitators or trainers.
• Development of needs assessment tools overseas.
• Development of flexible overseas curricula and other teaching tools to accommodate the diverse needs of various immigration classes. Topics may include: introduction to Canada; provincial or territorial and local information where appropriate; required documentation for the immigration process; the settling-in period and finding a place to live; employment and the Canadian labour market; rights and responsibilities; gender roles in Canada; living in a multicultural society; the cost of living; family life; education; communications; and adaptation to Canada.

2. Needs Assessments

Needs assessment activities are aimed at identifying settlement and resettlement needs, improving newcomer awareness of those needs and highlighting available pathways for the achievement of these settlement goals. These activities include the assessment of language and other skills, foreign credentials referral and the assessment of other needs which may constitute barriers to settlement and resettlement. Needs assessment activities are also generally coupled with referrals to programs and services based on assessed needs.

Examples of eligible activities

• Research that identifies the settlement needs of newcomers throughout the settlement process.
• Development of assessment tools that facilitate the identification of settlement needs.
• Development of referral tools that facilitate the identification of pathways between a newcomer’s settlement needs and settlement goals.
• Activities that support the early identification of the specific needs of refugees.

3. Resettlement

Activities may include the delivery or development of services, programs or research concerning government-assisted refugees or privately sponsored refugees. Proposed resettlement services must be considered “immediate and essential” in order to be eligible for funding. This stream includes the provision of temporary and permanent accommodation, orientation and life skills training, information and referral services, income support, training and community capacity building.

Examples of eligible activities

• Research on the provision of permanent accommodation to government-assisted refugees, including available housing stock, affordability, geographic factors, neighbourhood safety issues, proximity to secondary services, transitional housing models and access to subsidized housing programs.
• Development of national age, gender and needs-specific orientation or life skills training curricula and guidelines.
• Development of national needs assessment or case management models.

4. Service Bridging

This stream is aimed at inter-agency collaboration and special projects to address service delivery gaps, improve linking issues as well as promote partnerships that connect newcomers to vital settlement services.

Examples of eligible activities

• Curricula, material development, conferences and professional development focused on facilitating the bridging of newcomers, including Francophone immigrants, into local communities support services, community activities and the labour market opportunities.
• Inter-agency activities that build partnerships to address service gaps in settlement sector.
• Tools and resource development and updates.
• Curricula and material development to facilitate a consistent approach to information provision and orientation services for newcomers.

5. Language/Skills Development

Language learning activities are intended to facilitate economic, social and cultural integration by providing newcomers with the official language and literacy skills they need to participate and contribute to Canadian society. Skills development activities are intended to achieve the same ends by providing newcomers with particular skills training they require to overcome settlement barriers in the Canadian context. Activities in this area include life skills or job-search skills training.

Examples of eligible activities

• Activities that support the use of Canadian Language Benchmarks and the Niveaux de compétence linguistique canadiens as they relate to the language proficiency of adult immigrants and prospective immigrants.
• Activities that promote the uptake of language learning and skills development programs for newcomers.
• Activities that support outreach efforts in the areas of language learning and skills development for newcomers.
• Activities that facilitate the development, delivery and management of language learning and skills development programs for newcomers.
• Development and delivery of initiatives that assist immigrants and refugees in accessing and remaining in the labour market at levels commensurate with their skills and qualifications.

6. Social Engagement

This stream is intended to promote the social, cultural and civic participation of newcomers in Canadian society. It focuses on building more inclusive and welcoming communities through connections made between newcomers and Canadians, including support for French-speaking immigrants settling in Francophone minority communities.

Examples of eligible activities

• Tools, resources and activities that promote the benefits of Canada’s diversity and seek to eliminate discriminatory barriers.
• Tools that equip communities (large or small) to welcome immigrants and refugees.
• Tools, resources and activities that support the implementation of local Francophone networks and raise awareness of local Francophone communities.
• Tools, resources and services that assist immigrants and refugees in establishing professional and social or cultural networks.
• Mentoring activities that facilitate the integration of newcomers into the community and the labour market.
• Initiatives that foster civic participation and volunteer work at the community, school parents’ committees, municipal, provincial or territorial and federal levels.
• Initiatives that reach out to newcomers, partners, and/or communities in order to promote services or innovative projects.
• Initiatives that address the specific social needs of newcomer groups (e.g. gender, youth, seniors).

Eligible Expenditures

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

• Salaries, wages and related benefits;
• Assessment and training materials including textbooks and other instructional material;
• Travel and accommodation costs;
• Costs for meetings related to project activities;
• Overhead costs including rental of space or equipment and costs associated with administration and audit;
• Professional or consultancy fees for technical and legal advice, accounting and audit services;
• Purchase of materials and supplies, telephone, postage, printing and duplication;
• Transportation and child-minding costs for eligible trainees and their dependants requiring child-minding services;
• Capital expenditures;
• Arrangements and devices for eligible clients with disabilities of up to $10,000 per disabled client to a maximum of $100,000 per year per agreement;
• Research, conferences, publicity and training;
• Training of volunteers;
• Travel and other expenses for volunteers who attend training sessions and conferences; and
• Delivery assistance tools.

What Is Not Funded

• Expenses related to rewards and recognition. It may, however, be permissible, with the approval of the Department, to use non-salary funds for small expenditures, such as plaques, particularly in relation to volunteer recognition;
• In relation to projects of national scope, CIC will not reimburse costs incurred abroad or related to activities outside Canada, including costs related to international travel.
• Salaries, benefits and travel costs for elected principal officers such as directors, executive officers and members of managing committees; (these are not eligible for funding without the explicit permission of CIC);
• Activities that have already been undertaken or completed before an application is made or before an approved contribution agreement is in place; and,
• Profit-making activities.

For more detail, see Appendices A and B.

Part III: How to Prepare an Application

How to Prepare a Project Proposal

Proposals will be assessed based on an initial eligibility screening and a subsequent review of the project relevance, potential for success and cost-effectiveness.

All applications for funding must be accompanied by a detailed proposal and demonstrate that:

• activities are in line with settlement or resettlement objectives and eligibility criteria;
• the project will contribute to the objectives of at least one of the eligible activity streams
• services are feasible and cost-effective; and,
• all other sources from which financial assistance, in support of your proposal, has been sought.

The detailed proposal must include:

• An executive summary;
• an applicant profile;
• a project rationale;
• an action plan; and,
• supporting documents.

Executive Summary

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

• the organization, how long it has been in existence, and the services it offers;
• the objectives of the proposal;
• the planned activities;
• the target group;
• any special features of the proposal;
• the duration of the proposal; and,
• the total amount of funds requested under the proposal.

The proposal should then expand on these points as follows.

Applicant Profile

• Describe the activities carried out by the organization and the proportion of services for immigrants and refugees compared to all other activities.
• Describe the client groups normally served.
• In order of importance, list the objectives and indicate the geographic area of operation and impact (i.e.: locally, regionally, provincially, nationally or internationally).
• Indicate whether the organization is a not-for-profit organization and whether it is affiliated with any other body.
• State whether the organization is governed by a board or executive body and whether members are Canadian citizens, permanent residents or other.
• Provide information on the governance structure, including a current list of the executives (or board members).
• Indicate whether the organization is administered, managed and staffed by Canadian citizens, permanent residents or others who are authorized to work in Canada.
• Explain the extent to which and how clients participate in the organization’s governance and operation.
• Confirm that the proposed project activities are in line with the organization’s mandate and objectives.
• Demonstrate how the organization is legally authorized to provide the services and how it has the capacity (current or potential) to successfully complete the proposed project activities.

Project Rationale

• Provide an explanation of how the proposed project fits within the framework set out in the Call for Proposals.
• Identify the activity stream(s) that the project aims to address.
• Substantiate the need for the proposed project and related activities, including statistics, statements from authorities, community representatives or clients.
• Describe how the proposed activities relate to the organization’s mandate.

Action Plan

• Describe the clients who will benefit from the project.
• Clearly indicate what project activities will be undertaken and what deliverables will result if the proposal is accepted.
• Describe the proposed services or activities, and how they will address client and community or national needs.
• Describe the staff needed, including position titles, duties, salaries and qualifications, whether they are full- or part-time, and how they will be selected.
• List the names of the staff members proposed for these positions, including qualifications and languages spoken, and whether they are Canadian citizens or permanent residents.
• Describe the performance measurement strategy that will be used to measure and report on project activities, deliverables and results.
• Describe how this performance information will be used by the organization for ongoing improvement during the lifespan of the project.

Supporting Documents

• Provide relevant documents in support of your project proposal, for example, letters of support, documents establishing the need (minutes of meetings, statistics, research papers, newspaper articles, etc.).
• Additional supporting documents may be requested should the proposal be accepted for funding, for example, incorporation and letters patent, governance structure, proof of signing authority, latest audited financial statements, proof of Canadian citizenship or permanent residence status (if applicant is an individual).

How to complete the Application for Funding and Budget Form (IMM 5277B)

Read this guide thoroughly before completing the Application for Funding and Budget Form. CIC does not require an electronic copy of this form, however, a completed and signed form must be included with the printed copy of the proposal that is sent to CIC. This form can either be completed on-line, printed, and signed, or a blank form can be printed, completed manually with black ink, and signed.

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

Boxes 1 – 6:
Enter the name, address and phone number of the organization.

Boxes 7 – 8:
Include, if available, email and website addresses.

Boxes 9 – 11:
Enter the name, title, phone and fax numbers of a contact person.

Boxes 12 – 13:
Enter the appropriate numbers of the organization, if applicable.

Box 14:
Outline the objectives and expected results of the services and activities. Enclose a more detailed description in the proposal.

Box 15:
In the PRIMARY section, indicate one activity stream that is the primary focus of the proposal (maximum of one).
Note: when sending the proposal to CIC, write the primary activity stream on the outside of the envelope.

In the SECONDARY section, indicate, as applicable, all other activity streams included in the proposal.

Boxes 16 – 17:
Enter the proposed start and end dates of the activities. The actual dates will be negotiated if the proposal is approved for funding.
Note: for proposals spanning more than one fiscal year, clearly indicate the end date of the project.

Boxes 18 – 19:
Enter the total contribution requested from CIC for this proposal as well as the total project cost.
Note: for proposals spanning more than one year, clearly indicate in the proposal the breakdown of contributions by fiscal year. Complete a separate budget form for each fiscal year in the proposal.

Box 20:
Enter the name of the official who has authority to sign on behalf of the organization. Enter the position of this individual. Have this individual review, sign and date the application.
An unsigned application will not be processed.

How to complete the Application for Funding and Budget Form (IMM 5277B) — Page 2

Complete a budget form for each fiscal year of your project. Due to space restrictions on the form, be as concise as possible when completing this budget and group similar costs together within each section. Provide further details and breakdowns in your proposal to ensure a complete financial picture of the contribution requested.

A – ADMINISTRATION

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

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

Benefits:
Mandatory Employment Related Costs (MERCs) – Enter the total amount of MERCs that relate to the Administrative Wages listed in the previous section. This would be the employer’s contribution to Canada Pension Plan and Employment Insurance, as well as for Vacation pay, Workers’ Compensation and Health Tax, and any other item required by your province, territory or region. Provide a summary of this total in your proposal.

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

Overhead:
Enter the various categories of costs which support the program delivery activities, but which are not directly related to program activities. Group like items together. Phone, fax, internet, wireless costs associated with administrative activities can be grouped under Communications Costs; office space rental, utilities, maintenance can be grouped under Accommodation Costs; photocopier, fax, etc can be grouped under Office Equipment Rental; the purchase of various office equipment/furniture can be grouped under Purchase of Office Equipment/Furniture, consultant or contractor positions can be combined by the Administrative or Financial Function that they perform. Provide a breakdown of each grouping in your proposal.

B – PROGRAM DELIVERY

Program Delivery Wages: indicate costs of only those employee positions which are directly involved in the delivery of project activities. Examples would include Project Coordinator, and a variety of subject matter experts who have been hired as employees to work on the project, such as Researchers, Writers, Settlement or Resettlement workers, etc. Include each position title along with details such as hourly wage, the number of hours per week and number of weeks involved in the project.

Note: the cost of consultants or other contractors should be indicated in the Other Program Delivery section as they are not employees of the organization.

Benefits:

Mandatory Employment Related Costs (MERCs) – Enter the total amount of MERCs that relate to the Program Delivery Wages listed in the previous section. This would be the employer’s contribution to Canada Pension Plan and Employment Insurance, as well as for vacation pay, Workers’ Compensation and Health Tax, and any other item required by your province. Provide a summary of this total in your proposal.

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

Other Program Delivery:

Enter the various categories of costs which are directly related to program delivery activities. Group like items together: phone, fax, internet, wireless costs associated with Program Delivery activities can be grouped under Communications Costs; office space rental, utilities, maintenance can be grouped under Accommodation Costs; a number of consultant or contractor positions could be combined by the Program Delivery Function that they perform. The Program Delivery Costs associated with different sub-projects can be grouped within this section. Provide a breakdown of each grouping in your proposal.

Capital Costs:

Enter items or groups of similar items of $1000 or more.

GST:

Enter the amount of GST forecasted to be paid on purchases related to the project less expected rebate from the Canada Revenue Agency.

Appendix A

Settlement Programs Terms and Conditions

1. Authority

Citizenship and Immigration Canada (also referred to as the Department) derives its authority for settlement programs from the Immigration and Refugee Protection Act (IRPA). Settlement programs directly contribute to the following objective in IRPA (although other objectives are also supported):

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

2. Description of settlement programs

The Department’s mission is to build a stronger Canada by enabling the migration of temporary and permanent residents to meet the social, economic and cultural needs of communities across Canada; contributing to the management of international migration, including refugee protection; screening newcomers to help protect the health, safety and security of Canadians; supporting the successful integration of newcomers; and promoting Canadian citizenship.

Supporting the settlement, adaptation and integration of newcomers is also a key departmental strategic outcome. This is to be accomplished by enhancing the delivery of orientation, adaptation and language programs for newcomers; directing and supporting the citizenship program; and ensuring that the value of immigration and citizenship is effectively promoted and understood.

Settlement programs, individually and as a whole, contribute to the settlement, adaptation, and integration of newcomers in Canada. Settlement generally refers to meeting the initial needs of newcomers for the basic needs of life. Adaptation refers to the next step in the process, characterized by a newcomer’s ability to realize some benefits of settlement. Integration refers to the ultimate goal of the process, at which point newcomers are able to be fully engaged in Canadian life.

The Department provides funds to service provider organizations (see eligible recipients below) to deliver settlement programming to newcomers. Three distinct programs [note 3] are funded by the Department:

• Language Instruction for Newcomers to Canada (LINC)
• Immigrant Settlement and Adaptation Program (ISAP) (includes the Canadian Orientation Abroad and Enhanced Language Training initiatives)
• Host Program

3. Objectives and results

Program Objectives

The primary objective of settlement programs supports the mission of the Department by seeking to facilitate the successful integration of newcomers so that they may become participating members of Canadian society as quickly as possible. The specific objectives of each program funded by the Department are as follows:

• LINC: to facilitate the integration of newcomers into Canada by the provision of language training to adults in one of Canada’s official languages.
• ISAP: to facilitate the integration of newcomers into Canada by the provision of settlement services such as reception; initial needs assessment; referrals to community services; orientation and general information; interpretation and translation services; solution-focused counselling; employment-related services; service bridging and through other activities that will improve settlement services.
• Host Program: to facilitate the integration of newcomers into Canada by promoting and developing the means for Canadian host communities and individuals to welcome and help newcomers participate in their community.

Expected Results

Settlement programs all contribute to the integration of newcomers. More specifically, the programs contribute to the following long-term results for participants:

• Newcomers are accepted and engaged in Canadian life
• Newcomers fully participate in all sectors of Canadian society – economic, political, social and cultural
• Canadian society benefits from the contribution of newcomers

Accountability, Risk and Audit Framework

The components of a Results-Based Management and Accountability Framework (RMAF) and a Risk-Based Audit Framework (RBAF) for settlement programs have been integrated into one comprehensive document, the Accountability, Risk and Audit Framework (ARAF) for Settlement Programs. This document looks simultaneously at performance related issues and the mitigation of risks to performance. It also supports managers’ efforts to strengthen accountability for achieving objectives; improve program performance through results-focused management; actively monitor and manage the risks to their program(s); and to develop and use enhanced information for decision-making. Detailed results statements for the short, medium, and long-term for each settlement program can be found in the ARAF for Settlement Programs.

4. Duration

These terms and conditions will apply from April 1, 2005 to March 31, 2010, and may be reviewed and revised as required. Program evaluations will be conducted in accordance with the Treasury Board Policy on Transfer Payments prior to seeking the renewal of program terms and conditions.

5. Eligible recipients

The following are eligible recipients (often referred to as service providers) for settlement program contributions:

• provincial, territorial or municipal governments;
• non-governmental organizations;
• non-profit corporations;
• community groups;
• businesses;
• educational institutions (including school boards, districts and divisions);
• umbrella organizations;
• individuals.

Third parties: The Department may provide a contribution to a third party, which will further distribute payments to ultimate beneficiaries. Third party arrangements between the Department and the initial recipient will be in accordance with the Treasury Board Policy on Transfer Payments.

The following persons are eligible to receive settlement services:

LINC

• Permanent Residents of Canada.
• Protected Persons as defined in Section 95 of IRPA.
• Persons in Canada whose applications for Permanent Resident status are being processed in Canada and who have been informed, by a letter from Citizenship and Immigration Canada, of the initial approval of the application subject to an admissibility assessment.

To access the LINC program, persons must be of legal school-leaving age within their
applicable province or territory.

ISAP

• Permanent Residents of Canada.
• Protected Persons as defined in Section 95 of IRPA.
• Persons in Canada whose applications for Permanent Resident status are being processed in Canada and who have been informed, by a letter from Citizenship and Immigration Canada, of the initial approval of the application subject to an admissibility assessment.
• Temporary Residents working in Canada with a work permit under the Live-in
  Caregiver Program.

For the Canadian Orientation Abroad initiative, an eligible client is a foreign national for whom a Permanent Resident visa has been issued; or a foreign national who has been informed, by a letter of confirmation from Citizenship and Immigration Canada, of the approval of his/her Temporary Worker application under the Live-in Caregiver Program.

For the Enhanced Language Training initiative, an eligible client is one who meets the definition of “eligible client” for the LINC program as stated above and who is destined for the Canadian labour market.

Host Program

• Permanent Residents of Canada.
• Protected Persons as defined in Section 95 of IRPA.
• Persons in Canada whose applications for Permanent Resident status are being processed in Canada and who have been informed, by a letter from Citizenship and Immigration Canada, of the initial approval of the application subject to an admissibility assessment.

Note:

• Canadian citizens are not eligible for LINC, ISAP, or Host services.
• Anyone can access information on Canada’s settlement programs through electronic and print media, and through other general information sources.

6. Application requirements

The Department requires that an applicant requesting funding under one of its settlement programs submit the following:

• a detailed proposal that may include, but is not limited to, the following: a description of planned activities; how these activities will contribute to the expected program results; an implementation plan; a reporting strategy; and a detailed budget (all items must be described for each year of a multi-year funding agreement);
• if the applicant is requesting a contribution of over $100,000, the proposed budget will include a statement disclosing funding from other sources for the same activities or eligible costs. This may also apply when the contribution is $100,000 or less (see stacking provisions below);
• applicant’s recent financial statements (annual audited statements preferred) (if applicable);
• documents demonstrating the applicant’s legal constitution (if applicable);
• disclosure of the names of any former public servants, in accordance with the Values and Ethics Code for the Public Service;
• information deemed necessary to monitor and evaluate the proposal.

To assist in the final decision as to which proposals should be approved for funding, the Department may establish advisory and consultative mechanisms. The final approval of proposals is the responsibility of the Minister of Citizenship and Immigration, who may delegate this authority. Each approved proposal will be subject to a formal agreement in accordance with the Treasury Board Policy on Transfer Payments.

Working in the public interest, Departmental officials may sit on the boards or committees of service provider organizations to which the Department provides funding. The intent of this role would be to ensure that the service provider organization develops efficient and effective programs and policies consistent with the Government of Canada’s priorities. Departmental officials will not exercise control over the boards or committees, nor will they exercise influence on their use of funds or receive supplementary remuneration for such activities.

7. Eligible costs

LINC

Contributions may be made towards costs associated with the agreement as follows:

• Salaries, wages and related benefits accorded to language assessors, instructors, coordinators and staff;
• Assessment and training materials including textbooks and other instructional material;
• Travel and accommodation costs;
• Costs for meetings related to project activities;
• Overhead costs including rental of space and/or equipment and costs associated with administration and audit;
• Purchase of materials and supplies, telephone, postage, printing and duplication;
• Transportation and child minding costs for eligible trainees and their dependants requiring child minding services;
• Capital expenditures;
• Arrangements and devices for eligible clients with disabilities of up to $10,000 per disabled client to a maximum of $100,000 per year per agreement;
• Research, conferences, publicity, and training;
• Delivery assistance tools.

No training allowances will be paid to newcomers taking language training.

ISAP

Contributions may be made towards costs associated with the agreement as follows:

• Salaries, wages and related benefits;
• Overhead costs including rental of space and/or equipment;
• Purchase of materials, supplies, telephone, postage, printing and duplication;
• Professional and/or consultancy fees for technical and legal advice, accounting and audit services;
• Travel, research, conferences, publicity and training;
• Capital expenditures;
• Delivery assistance tools.

For the Enhanced Language Training (ELT) initiative, the eligible costs itemized for LINC will also apply, i.e. LINC eligible costs a) to k).

Host Program

Contributions may be made towards costs associated with the agreement as follows:

• Salaries, wages and related benefits;
• Overhead costs including rental of space and/or equipment;
• Purchase of materials, supplies, telephone, postage, printing and duplication;
• Professional and/or consultancy fees;
• Travel, research, conferences, publicity and training;
• Training of Host volunteers;
• Travel and other expenses of Host volunteers to attend training sessions and conferences;
• Capital expenditures;
• Delivery assistance tools.

8. Maximum amount payable

For the LINC, ISAP and Host programs, the maximum contribution for any agreement,
by type of eligible recipient, shall not exceed the limits indicated below per year.

Type of Eligible Recipient	Maximum Contribution Per Year
	LINC	ISAP	Host
Provincial, territorial or municipal governments	$60 Million	$60 Million	$5 Million
Non-governmental organizations	$21 Million	$12 Million	$2 Million
Non-profit corporations	$21 Million	$12 Million	$2 Million
Community groups	$21 Million	$12 Million	$2 Million
Businesses	$21 Million	$12 Million	$2 Million
Educational institutions (including school boards, districts and divisions)	$60 Million	$60 Million	$5 Million
Umbrella organizations	$21 Million	$12 Million	$2 Million
Individuals	$250,000	$250,000	$250,000

Necessary capital expenditures, approved by the Department, of up to 10% of the value of the contribution agreement per year are allowed.

9. Stacking limits

The Department requires that applicants disclose prior to the start of an agreement (and during the life cycle of an agreement, if applicable) all confirmed or potential sources of funding or in-kind participation for program activities and/or eligible costs when the Department’s contribution is in excess of $100,000. The Department may also request this disclosure when the Department’s contribution is $100,000 or less. Total Government Assistance from all sources (i.e. federal, provincial, municipal) shall be a maximum of 100% of eligible costs. Total Government Assistance includes grants, contributions, and any other assistance (e.g. non-monetary/in-kind contributions). If actual assistance exceeds this limit, the repayment of any amount exceeding the Total Government Assistance will be calculated on a pro-rated basis (based on Total Government Assistance received towards eligible costs).

10. Basis and timing of payment

Payments of contributions will normally be made as reimbursements of eligible costs incurred or expenditures made by the contribution recipient and will be based on the presentation of acceptable claims and progress reports, in accordance with the terms of the contribution agreement. Agreements may be up to five years in duration. At the time of claiming final payment, or at the end of each year in the case of a multi-year agreement, the service provider must provide an accounting statement and a final detailed report on the achievement of the objectives outlined in the agreement. Advance payments and holdbacks will also be used in the payment of contributions and will be managed in accordance with the Treasury Board Policy on Transfer Payments.

11. Repayable contributions

The Department does not intend to provide contributions for the purpose of generating profits or increasing the value of a business (except as allowed in the Treasury Board Policy on Transfer Payments).

12. Due diligence

The Department will exercise due diligence, i.e. reasonable care and attention, to ensure that the funds provided will contribute to the intended objectives and stand up to public scrutiny. This includes ensuring that the proper systems, procedures, controls, and resources are in place to manage and administer settlement programs. The Department is committed to implementing the principles of Modern Management.

13. Approval authority

Authority to approve, sign and amend contribution agreements and approve payments will be delegated by the Minister to appropriate officials as per the Financial Signing Authorities Instrument for the Delegation of Authorities.

14. Cancellation/Reduction of transfer payment

In the event that funding levels are changed by Parliament, the Department may cancel or reduce contributions and the contribution agreement will include a statement to this effect.

15. Cost of managing the programs

The Department has the capacity to deliver the settlement programs under existing reference levels.

16. Official Languages

Settlement programs take into consideration Canada’s commitment to official languages duality and respect the requirements of the Treasury Board policy, Grants and Contributions – Official Languages. As stated in IRPA, the Department is also committed to supporting and assisting the development of minority official languages communities in Canada.

Appendix B

Resettlement Assistance Program Terms and Conditions

Authority

Citizenship and Immigration Canada (henceforth known as the Department) derives its authority for resettlement programs from the Immigration and Refugee Protection Act (IRPA). Resettlement programs directly contribute to the following objective in IRPA (although other objectives are also supported):

3.(2)(b) to fulfill Canada’s international legal obligations with respect to refugees and affirm Canada ’s commitment to international efforts to provide assistance to those in need of resettlement.

Description of the Resettlement Assistance Program

The Department’s mission is to build a stronger Canada by enabling the migration of temporary and permanent residents to meet the social, economic and cultural needs of communities across Canada; contributing to the management of international migration, including refugee protection; screening newcomers to help protect the health, safety and security of Canadians; supporting the successful integration of newcomers; and promoting Canadian citizenship.

The Resettlement Assistance Program (RAP) falls under the Department’s second strategic outcome which is to provide protection to refugees and others in need of resettlement. In the context of RAP, this strategic outcome is demonstrated by the Department’s achievement of annual targets for government-assisted refugees as well as the provision of an effective and more responsive Refugee Resettlement Program. The Department’s Program Activity Architecture (PAA) links RAP activities to this strategic outcome and enables performance to be reported on and measured.

RAP is a program that operates within the Department’s overall Refugee and Humanitarian Resettlement Program, which is an international protection program that involves the movement of refugees to a safe third country (i.e., Canada) when repatriation to the home country and integration in the country of asylum are not possible. Under RAP, certain refugees and persons in refugee-like situations (henceforth referred to as “refugees”) are provided with immediate resettlement assistance, orientation services and income support upon arrival in Canada. With the exception of Quebec, RAP is a national program, operating in all other provinces. The province of Quebec receives a separate funding allocation under the 1991 Canada-Quebec Accord to provide similar services to eligible refugees destined to that province.

Contributions made under the RAP are divided among two groups of recipients; the refugees resettled to Canada and the service providers which provide assistance to these persons. The contributions made to eligible refugees who lack the resources to provide for their own basic needs are in the form of initial household start-up assistance and a monthly income support payment. The contributions made to service providers are primarily used in the operation of reception facilities that attend to the immediate and essential needs of the refugees. Some contributions are also provided to service providers to engage in research projects and other initiatives intended to support and improve the program.

The refugees eligible to receive direct income support contributions under RAP can be grouped into three streams: government-assisted refugees, joint-assistance cases and those supported by other blended sponsorships. In each case, the administration of contribution funds is managed and delivered by the Department.

Government-assisted refugees (GARs) receive income support for up to 12 months, or less if their income is sufficient to meet their needs and the needs of any accompanying dependants. GARs receive contributions in advance on a monthly basis. A transportation allowance and special allowances (e.g., for refugees with children under 6 years, maternity allowance, new-born allowance, school start-up allowance, and special diet allowance) may be provided. Income support is also used for one time miscellaneous disbursements to cover exceptional circumstances (e.g., burial expenses) or items (e.g., tools and safety boots to enter a non-paid co-op work placement).

Special needs clients selected under the Joint Assistance Sponsorship (JAS) program are entitled to the same allowances as GARs but can receive RAP income support payments for up to 24 months. A JAS is a sponsorship undertaken jointly by the Department (financial assistance) and a private sponsoring group approved by the Department (emotional and social assistance and mentoring). In exceptional cases, the assistance of a private sponsoring group may be provided for up to 36 months. This program enables non-governmental organizations to assist in the settlement of disadvantaged persons who would otherwise be considered ineligible for resettlement because of their special needs or circumstances. Cases considered for the JAS program include, for example, women at risk, victims of trauma or torture, persons with an unusual family size or configuration, or persons who have been in refugee camps for extended periods of time. Private sponsoring groups for JAS cases are sponsorship agreement holders (SAHs) or other eligible sponsoring groups and are selected by the Department based on an application process.

In addition to the Joint Assistance Sponsorship program, the Department enters into other blended initiatives that involve a sponsorship undertaken jointly by the federal government and a private sponsoring group that includes a shared responsibility for the financial needs of the refugees. The terms of the blended program are determined through negotiation with the sponsoring group. An example would be that the federal government pays for the initial start-up costs and income support for a period of 3 months and the sponsoring group provides financial assistance for the remaining 9 months as well as emotional assistance and mentoring for the full 12 months. Blended initiatives provide for the more efficient and effective use of government funds by seeking alternative and shared approaches to resettlement in Canada.

The second recipient group of RAP contributions are the service providers that deliver immediate essential services to recently arrived eligible refugees. These services include but are not limited to: meeting at point of entry; providing transportation to temporary accommodations; arranging and ensuring temporary accommodation is provided immediately upon arrival; ensuring immediate essential needs are met; providing information on, and links to, mandatory federal and provincial programs; providing assistance finding permanent accommodation; providing assistance in acquiring a basic knowledge of everyday North American life skills; providing orientation sessions on financial and non-financial information; and conducting client assessment and providing referrals to other settlement programs (including LINC – Language Instruction for Newcomers, ISAP – Immigrant Settlement and Adaptation Program and Host).

In addition, the Department may fund projects, workshops or conferences which aim to improve the delivery of resettlement services. These activities, known as Stream B projects, are delivered by service providers under a contribution agreement.

Objectives and Results

RAP Objective

RAP supports the mission and strategic outcomes of the Department by protecting refugees through resettlement. The primary objective of RAP is to contribute to Canada’s international humanitarian commitment to assist refugees in need of resettlement by providing financial and non-financial supports upon entry to Canada.

Expected Results

It is expected that RAP contributes to the following long-term results for Canadians:

• Canada meets its international humanitarian commitments to resettle refugees from abroad
• Resettled refugees are accepted, engaged and able to fully participate in all sectors of Canadian society
• Canada strategically contributes to the management of international migration and refugee flows

Accountability, Risk and Audit Framework

Detailed results statements for the immediate and intermediate outcomes for RAP are presented in the Accountability, Risk, and Audit Framework (ARAF) for the Resettlement Assistance Program (RAP) which includes a comprehensive set of performance indicators.

The components of both the Results-Based Management Accountability Framework and the Risk-Based Audit Framework for RAP are integrated into the ARAF which simultaneously looks at performance related issues and the mitigation of risks to performance. The objective of the ARAF is to support managers’ efforts to strengthen accountability for achieving objectives; improve program performance through results-focused management; actively monitor and manage the risks to their program(s); and develop and use enhanced information for decision-making.

Duration

These terms and conditions will apply and payments will be made from April 1, 2005 to March 31, 2010, and may be reviewed and revised as required. An evaluation of RAP will be conducted in accordance with the Treasury Board Policy on Transfer Payments prior to seeking program terms and conditions renewal in 2010.

Eligible Recipients

There are two types of eligible recipients under the RAP program; eligible clients (refugees) and service providers. Third party agents are not employed in the delivery of RAP.

Eligible Clients (Domestic Component – Clients
Located in Canada)

The following persons and their accompanying and non-accompanying family members are eligible for assistance, under RAP, in the form of income support administered by the Department and services offered by service providers:

1. Permanent residents admitted to Canada who have been determined to be members of the “Convention refugees abroad class” or “source country class":
   1. Who are selected on the basis that assistance will be provided by the federal government;
   2. Who are selected as part of the Joint Assistance Sponsorship program owing to their special needs;
   3. As part of a blended initiative whose application for admission to Canada is sponsored by a Sponsorship Agreement Holder (SAH) in accordance with the IRPA and its Regulations or whose application for admission to Canada is sponsored by some other approved sponsoring group as defined by IRPA and its Regulations; or
   4. Sponsorship Breakdown: Whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations and where there has been a SAH sponsorship breakdown;
2. Permanent residents admitted to Canada who have been determined to be members of the “country of asylum class":
   1. Who are selected as part of the Joint Assistance Sponsorship program owing to their special needs;
   2. As part of a blended initiative whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations or whose application for admission to Canada is sponsored by some other approved sponsoring group as defined in the IRPA and its Regulations; or
   3. Sponsorship Breakdown: Whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations and where there has been a SAH sponsorship breakdown;
3. Temporary residents who are issued a permit under section 24 of the IRPA and who initially applied for admission to Canada as members of the Convention refugees abroad class or the source country class:
   1. "Who are selected on the basis that assistance will be provided by the federal government;
   2. Who are selected as part of the Joint Assistance Sponsorship program owing to their special needs;
   3. As part of a blended initiative whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations, or whose application for admission to Canada is sponsored by some other approved sponsoring group as defined in the IRPA and its Regulations; or
   4. Sponsorship Breakdown: Whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations and where there has been a SAH sponsorship breakdown;
4. Temporary residents who are issued a permit under section 24 of the IRPA and who initially applied for admission to Canada as members of the Country of asylum class:
   1. Who are selected as part of the Joint Assistance Sponsorship program owing to their special needs;
   2. As part of a blended initiative whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations, or whose application for admission to Canada is sponsored by some other approved sponsoring group as defined in the IRPA and its Regulations; or
   3. Sponsorship Breakdown: Whose application for admission to Canada is sponsored by a SAH in accordance with the IRPA and its Regulations and where there has been a SAH sponsorship breakdown;
5. Persons who were members of the Protected temporary residents class who become permanent residents under section 151.1 of the Regulations;
6. Permanent residents admitted to Canada who were granted permanent residence under section 25 of the IRPA. Eligibility for RAP is restricted to foreign nationals who are in urgent need of protection and who, if not for the fact that they have been unable to leave their country of origin, would otherwise meet the criteria as a member of the Convention refugees abroad class. The approval of RAP funding for these persons is restricted to Directors General. Persons selected under section 25 for the purposes of urgent protection are distinct from others selected for humanitarian and compassionate reasons; and
7. Permanent residents and temporary residents admitted to Canada who apply for admission to Canada as members of any future humanitarian-protected persons abroad classes.

Permanent residents and temporary residents who meet the requirements of any one of the above-referenced eligibility criteria are hereafter referred to as “eligible clients”. Eligible clients must permanently reside in Canada in order to remain eligible for assistance under RAP.

Special Needs Clients

There are eligible clients among those described above, who may have special needs and who may be eligible for benefits because of the existence of factors including, but not limited to:

• large number of family members;
• trauma resulting from violence or torture;
• medical disabilities; and
• the effects of systemic discrimination.

Eligible clients described in the criteria above are hereinafter referred to as “special needs clients”. Special needs clients may be deemed “special needs” when selected abroad or upon arrival in Canada by a Departmental official.

Eligible Clients (International Component – Clients
Located Outside Canada)

The following persons and their accompanying and non-accompanying family members are eligible for assistance from RAP service providers located outside Canada:

1. Persons who have been selected to come to Canada as
   1. members of the Convention refugees abroad class; or
   2. members of the humanitarian-protected persons abroad classes.
2. Persons whom Canada intends to select as
   1. members of the Convention refugees abroad class; or
   2. members of the humanitarian-protected persons abroad classes.
3. Persons whom Canada is considering for selection as
   1. members of the Convention refugees abroad class; or
   2. members of the humanitarian-protected persons abroad classes.
4. Persons who are issued a temporary resident permit pursuant to section 24 of the IRPA and who had initially applied for admission to Canada as members of the Convention refugees abroad class or the humanitarian-protected persons abroad classes.
5. Persons selected under section 25 of the IRPA for the purposes of urgent protection as described in paragraph (f) of Eligible Clients (Domestic Component – Clients Located in Canada)who Canada has selected, intends to select or is considering for selection.

For greater clarity, eligible clients who are located outside Canada and have not been admitted to Canada as permanent or temporary residents are not eligible for income support assistance under RAP.

Service Providers

The following entities are eligible recipients of RAP contributions in order to provide services and assistance to eligible clients:

• a business;
• a non-profit corporation;
• a non-governmental organization;
• an intergovernmental organization;
• a community group;
• an educational institution;
• an individual;
• an umbrella organization;
• a provincial, territorial, municipal government department/agency;
• the United Nations High Commissioner for Refugees (UNHCR);
• a referral organization (as defined in the Regulations);
• an overseas service provider; and
• an international organization.

Application Requirements

Eligible Clients (Domestic and International Components)

The refugees who receive income support and services funded under RAP do not apply for these entitlements. Rather they are selected overseas on the basis that such assistance will be provided to them in preparation for departure to Canada and/or upon arrival in Canada. However, before income support payments are initiated or services are rendered, a Departmental official or service provider staff person verifies the refugee’s identity and eligibility for RAP entitlements and services.

Service Providers – Domestic Component
(located in Canada)

The Department requires that a prospective service provider located in Canada that is applying for a contribution under the Resettlement Assistance Program submit the following:

• a detailed proposal that may include, but is not limited to, the following: a description of planned activities; how these activities will contribute to the expected program results; an implementation plan; a reporting strategy; and a detailed budget (all items must be described for each year of a multi-year funding agreement);
• applicant’s recent financial statements (annual audited statements preferred), if applicable;
• documents demonstrating applicant’s legal constitution, if applicable;
• disclosure of the names of any former public servants, in accordance with the Values and Ethics Code for the Public Service;
• any other information deemed necessary to assess a proposal.

The Department may use advisory and consultative mechanisms in order to assess the merits of the proposals submitted.

The Department, after considering and assessing any proposals submitted by prospective service providers, will select the best proposals and may invite those applicants to enter into a service provider contribution agreement with the Department in accordance with the Treasury Board Policy on Transfer Payments, (2000-06-01).

Service Providers – International Component
(located outside Canada)

The Department requires that a prospective service provider located outside Canada that is applying for a contribution under the Resettlement Assistance Program submit the following:

• a detailed proposal that may include, but is not limited to, the following: a description of planned activities; how these activities will contribute to the expected program results; an implementation plan; a reporting strategy; and a detailed budget (all items must be described for each year of a multi-year funding agreement);
• documents demonstrating applicant’s legal constitution, if applicable;
• disclosure of the names of any former public servants, in accordance with the Values and Ethics Code for the Public Service;
• any other information deemed necessary to assess a proposal.

The Department may use advisory and consultative mechanisms in order to assess the merits of the proposals submitted.

The Department, after considering and assessing any proposals submitted by prospective service providers, will select the best proposals and may invite those applicants to enter into a service provider contribution agreement with the Department in accordance with the Treasury Board Policy on Transfer Payments, (2000-06-01). Departmental officials do not participate on either the Boards of Directors or advisory committees of service provider organizations located in Canada or abroad.

Eligible Costs

Eligible Clients

Eligible clients who demonstrate a lack of sufficient income to provide for their own needs and/or the needs of their dependants will be eligible for contributions to provide income support to cover the basic needs of life such as food, shelter, clothing, incidentals, transportation allowance, basic furniture, beds, tables, chairs and other essential household effects. In the case of separated minors, the one-time administrative costs associated with guardianship procedures would also be eligible.

Special Needs Clients

In addition to being eligible for contributions to provide income support to cover the basic needs of life, special needs clients who demonstrate a lack of sufficient income to provide for their own needs and/or the needs of their dependants may also be eligible for contributions to be provided on their behalf to cover certain costs including, but not limited to:

• admissibility costs (such as costs associated with medical examinations when the client is outside of Canada, processing, travel documents or exit visas); and
• transportation costs (including the costs associated with obtaining transportation from the point of embarkation to the point of final destination in Canada, as well as reasonable living expenses incurred during the course of the journey).

Service Providers

The Department may make contributions to service providers towards the following eligible costs:

• pre-departure costs such as clean clothing prior to boarding flight to Canada;
• port-of-entry costs such as warm clothing for winter arrivals (October 15 to April 15);
• interpreters;
• client services such as orientation sessions, assistance with locating permanent accommodation and referrals to federal and provincial programs;
• delivery assistance tools;
• temporary accommodation costs (commercial and reception house format) associated with maintaining a facility to house and feed eligible clients prior to placement in permanent accommodation;
• temporary incidentals allowance given to eligible clients in order to purchase food where meals are not directly supplied by the service provider;
• transportation costs including the transport of eligible clients from the airport to temporary accommodations, transportation allowance provided to clients for travel within city of destination and transport to permanent accommodations;
• professional and/or consultancy fees for technical and legal advice, accounting and audit services;
• overhead costs including utilities, rental of space and equipment leases;
• office materials and supplies, telephone, postage, printing and duplication;
• capital expenditures;
• research projects, conferences and meetings intended to improve the delivery of services to eligible clients; and
• travel and accommodation costs associated with eligible cost (m). Such costs will be consistent with the Treasury Board policy on travel and contributions will not be utilized to cover possible loss of salary or payment of an honorarium to volunteers.

Contribution recipients (service providers) must provide services under RAP free of charge to eligible clients. Similarly, they must not charge a registration fee or make any other charge in direct relation to government-funded programming for eligible clients.

Stacking Limits

Eligible Clients

Total government assistance from all sources (federal, provincial, municipal and others) shall be a maximum of 100% of eligible costs. If actual assistance exceeds this limit, the Department shall recover the amount over the stacking limit.

Service Providers

Stacking is assistance from multiple sources for the same eligible costs. The Department requires that applicants disclose any financial assistance being received from other sources for program activities and/or eligible costs supported by the Department. The Department will examine all proposed budgets prior to approval, and at various points over program funding, to ensure that only the funds necessary for the implementation of the program are made available.

Total government assistance from all sources (federal, provincial, municipal and others) shall be a maximum of 100% of eligible costs. If actual assistance exceeds this limit, the Department shall recover the amount over the stacking limit.

The Department is under no obligation to ensure that government assistance is provided at the maximum level. The Department may chose to provide lower levels of support than the maximum established.

Maximum Amount Payable

Eligible Clients

The maximum contribution to an eligible client shall not exceed $25,000 per year.

Service Providers

The maximum contribution to a service provider, except for individuals, shall not exceed $5 million per year. For contributions made to service providers that are individuals, the maximum contribution shall not exceed $250,000 per year. Necessary capital expenditures, approved by the Department, of up to 10% of the value of the contribution agreement per year are allowed.

Basis and Timing of Payment

Eligible Clients

Contributions for income support will normally be made to eligible clients in advance on a monthly basis.

Contributions for income support may be made to eligible clients for the following maximum periods:

• a period of up to 12 months commencing from the date of the eligible client’s arrival in Canada or until such time as an eligible client’s income is sufficient to meet his or her own needs and the needs of any dependants, whichever event occurs first; or
• in the case of special needs clients, the maximum contribution period of 12 months as described in (a) may be extended for an additional 12 months of income support; or
• in the case of separated minors, the maximum contribution period of 12 months as described in (a) may be extended for an additional 24 months of income or until the eligible client has reached the age of majority in their province of residence, whichever event occurs first.
• in the case of a SAH sponsorship breakdown, commencing from the date of the SAH sponsorship breakdown and continuing throughout the balance of the sponsorship period, such period being defined in the undertaking provided to the Minister, or until such time as an eligible client’s income is sufficient to meet his or her own needs and the needs of any dependants, whichever event occurs first.

Contributions for income support will generally be in accordance with the prevailing provincial social assistance rates available in the eligible clients’ province of residence and will also take into consideration a range of benefits and entitlements established to ensure a nationally consistent approach to income support. Monthly amounts are in line with the eligible client’s cash flow requirements.

Contributions for income support for which the eligible client was not entitled shall be considered debts due to the Crown.

Service Providers

Contributions will be made to service providers as reimbursements of eligible costs incurred or expenditures made by the contribution recipient and will be based on the presentation of acceptable claims and progress reports, as per the terms of the contribution agreement. Agreements may be up to five years in duration. At the time of claiming final payment, or at the end of each year in the case of a multi-year agreement, the service provider must provide an accounting statement and a final detailed report on the achievement of the objectives outlined in the agreement.

Alternatively, the Department may advance contributions to service providers, in accordance with the Treasury Board Policy on Transfer Payments (2000-06-01), Section 7.6 and Appendix B, when the service provider demonstrates that it will not be able to obtain the necessary start-up capital by any other means.

The Department will apply a 10% holdback provision in accordance with the Treasury Board Policy on Transfer Payments. At the time of claiming final payment, the service provider must provide a final statement of results attained.

Contributions to a service provider which are either in excess of the maximum amount payable or constitute disbursements for expenditures for which the service provider was not entitled shall be considered debts due to the Crown.

Repayable Contributions

The Department does not intend to provide contributions for the purpose of generating profits or increasing the value of a business (except as allowed in the Treasury Board Policy on Transfer Payments).

Disposal of Capital Assets

Any capital assets purchased with contributions provided by the Department under a service provider contribution agreement which have not been physically incorporated into the premises of the service provider may be disposed of in the following ways:

1. sold, at fair market value, and the revenue applied to eligible costs;
2. donated to a registered charitable organization;
3. transferred to another service provider or any other suitable organization; or
4. retained by the service provider where (a), (b) and (c) above are not possible.

Disposition of the capital assets in accordance with (a), (b), (c) or (d) above may be triggered by the occurrence of any one of the following events:

1. the termination of the service provider’s contribution agreement; or
2. in the case of a service provider’s bankruptcy, insolvency, or filing for protection against creditors; and
3. after considering all the circumstances of the case, as decided by the Regional Directors General/Directors/Managers of Resettlement Programs or the Director General, Refugees Branch or the Director, Resettlement, Refugees Branch at the Department’s National Headquarters.

Due Diligence

The Department will exercise due diligence, i.e., reasonable care and attention, to ensure that the funds provided will contribute to the intended objectives and stand up to public scrutiny. This includes ensuring that the proper systems, procedures, controls, and resources are in place to manage and administer resettlement programs.

Approval Authority

Eligible Clients and Service Providers

Authority to sign and amend contribution agreements and approve expenditures pursuant to Section 34 of the Financial Administration Act may be delegated by the Minister to appropriate officials as per the Financial Signing Authorities Instrument for the Delegation of Authorities.

Reference Levels

The Department has the capacity to deliver RAP under existing reference levels. In the event that funding levels are changed by Parliament, the Department may cancel or reduce contributions.

Official Languages

RAP takes into consideration Canada’s commitment to linguistic duality. The Department is committed to supporting the development and enhancement of the vitality of the minority official-language communities, as stated in the Official Languages Act of 1988. The Department is committed to ensuring that the two official-language communities and the regions of Canada benefit from the economic and social spin-offs of immigration.

Lobbyists

Any person lobbying on behalf of an applicant is required to be registered pursuant to the Lobbyist Registration Act.

Appendix C

Application for Funding and Budget Form

Application for Funding and Budget Form [ IMM 5277B ]
>> Adobe® Acrobat format, size: 459 K

Appendix D

Checklist

Carefully review the following checklist to ensure that the application is complete. Any omission of requested information may result in the application not being considered for the assessment process.

1. Does the project proposal include the following sections?

• Executive Summary
• Applicant Profile
• Project Rationale
• Action Plan
• Budget

2. Are all sections of the Application for Funding and Budget Form completed and signed by an officer with signing authority?

3. Is supporting documentation attached?

• Organization: incorporation and letters patent, governance structure, proof of signing authority, latest audited financial statement, proof of Canadian citizenship or permanent residence status (if applicant is an individual)
• Project: letters of support, documentation establishing the need (minutes of meetings, statistics, research papers, newspaper articles, etc.)

4. Are both paper and electronic formats (saved on disk or CD) of the proposal included in the application?

5. When submitting the application package, clearly indicate on the outside of the envelope under which primary activity stream the proposal is being submitted.

____________

1. Contributions are conditional transfer payments made to an individual or organization for a specified purpose pursuant to a contribution agreement that is subject to being accounted for and audited.

2. See Citizenship and Immigration Canada’s 2007–2008 Report on Plans and Priorities:
http://www.tbs-sct.gc.ca/rpp/0708/CI-CI/ci-ci02_e.asp.

3. The Department may enter into Alternative Funding Arrangements (AFAs) with the provinces under Immigrant Settlement Services Agreements, whereby they assume primary responsibility for the design, administration, delivery and evaluation of settlement and integration services with respect to newcomers.
The (AFAs) are governed by separate terms and conditions. Settlement funding is provided to Quebec in the form of a grant under the 1991 Canada-Quebec Accord.