2012-13 HCF Grant Program: Provincial Guidelines © Queen’s ... · Provincial HCF projects encompass the province as a whole, with an impact expanding across all four Ministry regions:

2012-13 HCF Grant Program: Provincial Guidelines © Queen’s Printer for Ontario 2011 0

Table of Contents Introduction Page 2. Background 2. Program Goals 3. Application Deadline 3. Strategic Overview 3. Priorities and Objectives 3. Eligibility 6. Who Can Apply? 6. What Qualifies as a Provincial Project? 6. Sample Project Types 6. Target Populations 7. Funding Criteria 8. Cost-sharing Requirements 8. Eligible Costs 8. Ineligible Costs 9. In-kind Definitions 10. Assessment Process 11. Mandatory Prerequisites 11. Assessment Criteria 12. Recipient Obligations 13. Reporting Requirements 13. Accounting 13. Ongoing Communications 13. Acknowledgement 13. Before You Apply 14. Consult with us First! 14. Know Who To Contact 14. Understand The Decision-Making Process 14. Appendix A: Application Instructions 15. Appendix B: Ministry Regions in Ontario 25. Appendix C: Insurance Certificate Guidelines 26. Appendix D: Sample Insurance Certificate 27. Appendix E: Glossary of Terms and Resources 28. Note: Words or phrases in black, bold font are defined in Appendix E :”Glossary of Terms and Resources” at the end of this document.


Introduction Background on the Ministry of Health and Long-Term Care’s approach to healthy communities The Ministry of Health and Long-Term Care (MOHLTC) recognizes that many chronic diseases share the same modifiable, primary risk factors like tobacco use, physical inactivity, and unhealthy eating patterns. Research has demonstrated that each additional primary risk factor multiplies the effect of others, thereby increasing further risk of disease. The Ministry also recognizes the value of existing international literature, such as the Ottawa Charter for Health Promotion, which supports the development of population-based disease prevention and health promotion strategies that address multiple chronic disease risk factors. Based on this body of knowledge, the Ministry followed the path of other countries to align more closely with this integrated approach to health promotion, and in 2009, its funding programs were amalgamated into one new initiative called the Healthy Communities Fund (HCF). The HCF was established to achieve a vision of healthy communities working together and Ontarians leading healthy and active lives through the creation of programs and services that address six health promotion priorities: physical activity; healthy eating; mental health promotion; reducing tobacco use and exposure; preventing alcohol/substance misuse; and preventing injuries. (see table on page 5 for further details). This approach to building healthy communities will:

Build on the success of current Ministry funding programs and provide more opportunities for organizations to apply for funding by expanding the scope of eligible health promotion projects;

Increase partnerships among organizations, resulting in more comprehensive health

promotion programs that provide Ontarians with better access to priority health promotion programs and services;

Use a holistic and integrated approach to improving health and wellness at the community

level, thereby providing organizations with an opportunity to gain new expertise and to reach a broader audience; and

Allow communities to identify what programs and approaches will be best suited to their own

needs, and provide the tools and resources necessary to support them throughout all phases of project development and implementation.


Program Goals The HCF Grant Program is a cost-sharing program designed to:

Provide non-capital, project-based seed funding to organizations for the successful delivery integrated health promotion initiatives.

Create opportunities for under-served/disadvantaged persons who do not have equitable access to health promotion programming in their communities (see page 7 for a list of target populations).

Facilitate and promote partnerships between multiple sectors and networks working to promote health.

Provide a one-window approach to make it easier for organizations to access Ministry funding. Note: Projects will be eligible for one year of funding (projects to be completed by March 31, 2013). A limit of one grant per recipient applies, meaning that organizations can submit as many applications as they like but only one project (e.g. the proposal receiving the highest assessment score) will receive HCF funding from the Ministry.

Application Deadline

All provincial applicants should read these guidelines and consult with a Ministry Program Coordinator at the earliest possible opportunity and before completing the Statement of Interest (the first of two application steps for provincial HCF applicants). Additional details pertaining to contact information, consulting and the new online application process can be found in Appendix A. Applicants who wish to be considered for this intake of the HCF Grant Program must submit their Statement of Interest by Monday, February 13, 2012 at 4:00 p.m. (Eastern Standard Time).

Strategic Overview

Priorities and Objectives The HCF will provide opportunities for organizations to address six health promotion priorities to help make Ontario communities healthier. All HCF grant projects must address at least two of the six priorities as outlined in the diagram on the next page. Applicants requiring assistance with this integrated approach can contact the Healthy Communities Link (http://hclinkontario.ca/index.php) or a Ministry Program Coordinator (see “Before You Apply – Know Who To Contact”). Applicants wishing to learn more about each of the six priorities can contact the Healthy Communities Link or any of Ontario’s health promotion resource centres (see table on page 5).


http://hclinkontario.ca/index.php

Health Promotion Priorities

Healthy Eating

Reducing Tobacco Use/Exposure


Mental Health Promotion

Sub hol Misu tion stance and/or Alco

se Preven

Physical Activity, Sport and Recreation

Healthy Community

Injury Prevention

HCF Priorities, Objectives and Associated Resource Centres

Physical Activity, Sport and Recreation

Healthy Eating Reducing Tobacco Use/

Exposure

Injury Prevention Substance and/or Alcohol Misuse

Prevention

Mental Health Promotion

Increase access to physical activity, sport & recreation – e.g., by improving the availability of after school programs or other recreation and physical activity opportunities in the community, particularly for low income persons.

Support active transportation – e.g., by promoting, creating, improving and maintaining active and safe routes to school, work and travel within the community. This includes improving opportunities for walking and cycling.

Encourage life-long participation in sport and recreation by developing and maintaining physical literacy among children and youth – e.g., through programming that is appropriate to both the chronological and developmental age of participants.

Increase access to healthier food – e.g., by improving the availability of healthy foods in multiple settings such as workplaces, schools and community centres, particularly for low-income populations.

Develop food skills and healthy eating practices –e.g., by promoting healthy food choices and eating habits, teaching meal preparation skills, and/or communicating practical achievable steps toward the consumption of a healthier diet using Canada’s Food Guide.

Increase access to tobacco free environments which discourage tobacco use and protect the public from second hand smoke exposure – e.g., by educating the public on the health effects of second hand smoke and raising awareness about tobacco-free environments beyond current Smoke Free Ontario legislation.

Engage youth in tobacco use prevention strategies – e.g., by raising awareness about the harms associated with tobacco use and spreading the word about the benefits of living smoke-free.

Promote safe environments that prevent injury – e.g., by increasing people’s awareness that the design and condition of our physical surroundings (i.e. icy, unattended sidewalks) contribute to injuries across the lifespan. Another example could be the development of a sport safety program to reinforce the proper and consistent use of equipment (i.e. helmets, eye protection), before and during athletic activity.

Increase public awareness of the predictable and preventable nature of most injuries – e.g., by educating parents and caregivers about the need for, and importance of, proper supervision and the common types and causes of injuries by age group.

Support the reduction of binge drinking – e.g., through policy work to decrease access to, and availability of, alcohol and to foster the development of personal skills to prevent and reduce binge drinking.

Build resiliency and engage youth in substance misuse prevention strategies – e.g., through sustained programming to educate and raise awareness about the harms associated with drug and/or alcohol misuse

Improve knowledge and awareness of both positive and poor mental health including the adverse impact of stigma – e.g., by developing resources or tools that address concepts of positive mental health; including people with lived experience in the development and/or delivery of programs; and training individuals working with at-risk populations on how/when/where to seek mental health support.

Increase the resiliency of individuals and communities by focusing on the protective determinants of mental health such as social inclusion (e.g., fostering opportunities for mentoring and/or volunteerism), and freedom from discrimination and violence (e.g., programs focused on diversity, empathy-building, safe relationships and anti-bullying).

Physical Activity Resource Centre (PARC): http://parc.ophea.net/

Nutrition Resource Centre (NRC): www.nutritionrc.ca/

Program Training and Consultation Centre (PTCC): http://www.ptcc-cfc.on.ca/

Ontario Injury Prevention Resource Centre (OIPRC): http://www.oninjuryresources.ca

Parent Action on Drugs (PAD) and Alcohol Policy Network (APN): www.parentactionondrugs.org/; www.apolnet.ca/

Centre for Addiction and Mental Health (CAMH): http://www.camh.net/


http://parc.ophea.net/

http://www.nutritionrc.ca/

http://www.ptcc-cfc.on.ca/

http://www.ptcc-cfc.on.ca/

http://www.oninjuryresources.ca/

http://www.oninjuryresources.ca/

http://www.parentactionondrugs.org/

http://www.parentactionondrugs.org/

http://www.apolnet.ca/

http://www.camh.net/

Eligibility

Who Can Apply? Projects must be collaborative - where two or more organizations are committed to working in partnership to achieve common goals in communities across the province (see map in Appendix B). Eligible organizations include not-for-profit organizations with a provincial mandate, including Provincial Sport Organizations and Multi-Sport Organizations recognized by Ontario’s Sport Recognition Policy *, that have operated and been incorporated for at least one year in Ontario. * For a complete list of recognized Provincial Sport Organizations and Multi-Sport Organizations, please visit the Ministry’s website: http://www.mhp.gov.on.ca/en/active-living/sport/pso.asp Applicants must demonstrate how their province-wide projects connect at the community level and clearly identify how local/regional groups will be engaged. In addition, a partner must be involved in the planning, development, implementation and evaluation of the project. All applicants must have at least one partner that will assist with one or more of these phases of project delivery. Note: Applications will not be accepted from public health units, hospitals, universities/colleges, government agencies, schools, individuals, for-profit organizations, private foundations, or from organizations whose purpose is related to political activity – as defined by the Canada Revenue Agency (www.cra-arc.gc.ca).

What Qualifies as a Provincial Project? Provincial HCF projects encompass the province as a whole, with an impact expanding across all four Ministry regions: North, Central, East, and West (a map displaying the four regional boundaries is available in Appendix B). If a project targets communities in only two or three regions, it is not classified as a true provincial-level project and should be submitted as a local/regional project. HCF projects with provincial scope are usually delivered by groups with a province-wide or national mandate, however collaborative requests from a network of organizations will be accepted providing the proposed project has clear provincial impact across the four Ministry regions. Note: All products and materials resulting from provincial projects must be produced in English and French.

Sample Project Types There are various types of projects possible under the HCF Grant Program, providing applicants address at least two of the six health promotion priorities identified under the “Priorities and Objectives” section of this document. Project examples include, but are not limited to:

Planning projects that facilitate the development of a specific initiative to improve the health of several communities by assembling and organizing resources, participant efforts, or other interventions. A plan to implement tobacco-free sport and recreation opportunities for youth in an under-served ethnic community or a plan to implement a healthy eating and physical activity program are a few examples of planning projects.


http://www.mhp.gov.on.ca/en/active-living/sport/pso.asp

http://www.cra-arc.gc.ca/

Projects aimed at developing resources for local, regional, or sector-wide application,

including the creation of program models, training modules, and other information sources. An example of a development project could be the creation of a fitness instructors training manual (along with a series of workshops to educate the instructors on how to use the manual), which reintegrates stroke patients or those with a physical and/or mental disability back into mainstream life through physical activity, healthy eating, and mental health promotion after rehabilitation.

Implementation projects designed to provide direct and immediate benefits to Ontarians. A program run by a Community Healthy Living Coordinator that offers healthy cooking classes, smoke-free support groups, and a “healthy eating - healthy weight” support group for youth in an Aboriginal community is an example of an implementation project. Similarly, a series of seminars/workshops for coaches, volunteers, officials, and parents of newcomer children participating in sport that will introduce resources and ‘hands-on’ techniques for preventing injuries, supporting healthy eating practices, promoting healthy body image, and prevent substance abuse among sport participants could serve as another example of an implementation project.

Target Populations The HCF Grant Program aims to support provincial projects that reduce health inequities among under-serviced populations. Such populations include the following (not in order):

Aboriginal persons Children (12 years and under) and youth (13-24 years) * Ethnic communities Francophone communities ** Low-income persons Older adults (55 years and over) Persons with disabilities Women and girls

Applicants are asked to identify the population(s) that their project intends to target, provide evidence that there is a need for this project, and indicate how their project will have an impact on the identified population(s). * The youth age criteria is 13-29 years for persons with disabilities. Applicants who identify youth as a

target population are encouraged to engage them in the design and implementation of their project. As MOHLTC deals with promotion of health across the entire lifespan, youth are a critical group to influence because they can provide a voice for healthy communities and be advocates for health promotion. Adopting youth engagement best practices and principles (see Appendix E: Glossary of Terms and Resources) can help to decrease at-risk health behaviours while increasing knowledge and awareness about health-promoting behaviours, and fostering health promotion and positive change within organizations and communities.

** Provincial projects must demonstrate how Francophone communities, clients and/or partners have

been engaged in the planning, implementation and evaluation of French Language products and


services. Proposals must include a dissemination plan of these products and related services to Francophone communities. Organizations submitting an application targeting only Francophone communities should demonstrate that they have the capacity to provide services in French, and that their project meets identified needs in the communities to be served. Projects that are targeting Francophone communities specifically will be permitted to produce their products in French only.

Funding Criteria

Cost-sharing Requirements

The Ministry will fund up to 60% of the grant amount requested by the applicant, to a maximum of $90,000 for one year projects:

All applicants must make a cash contribution of at least 10% of the requested amount from HCF. Remaining costs can be covered by the applicant and/or its project partners in the form of additional cash and/or in-kind contributions of the requested grant amount. Cash and in-kind contributions can come from the applicant, partner organization or a non-provincial source (contributions cannot consist of, or be traced back to, provincial funding sources such as transfer payments from other ministries or grants from an agency of the Government of Ontario such as the Ontario Trillium Foundation). Note: Funding in excess of the maximum amount for any applicant will only be considered under exceptional circumstances. Exceptional circumstances are determined by the Ministry and may include projects addressing more than two health promotion priorities, and/or where financial need is substantially justified and the long-term impact of (and the need for) the project is demonstrated.

Eligible Costs Eligible costs are expense items directly related to the project that are deemed reasonable and necessary for the successful implementation of the initiative. Eligible costs may include the following (other expenses may be considered on their merits in the context of the specific proposal. Please consult with your Ministry Program Coordinator if the eligibility of certain expense items is unclear):

Extending staff hours specifically for the delivery of the project (e.g., paid overtime); Hiring additional staff specifically for the delivery of the project (e.g., a Project Lead); Consulting fees and expenses; * Production costs of deliverables and reasonable costs related to project administration/

coordination; ** Fees for speakers/community engagement facilitators;


Translation of content into the other official language for materials aimed at the public; Staff training or skills development that is directly related to the project and will provide long-

term benefit to the organization; Reasonable costs related to holding meetings/networking events directly related to the project; Project evaluation costs (cannot exceed 10% of the requested amount from HCF); Travel, accommodation, and/or meal costs, providing they do not exceed the current rates of

the Ontario Public Service guidelines for public employee travel within Ontario: http://www.mgs.gov.on.ca/en/Spotlight2/STDPROD_080798.html

* On condition that consultants are not paid to do the majority of the work. If consultants are to be hired, applicants must provide details in their proposal outlining how their existing staff will be mentored and/or how their knowledge will be enhanced as a result. ** As part of the consultation process, the Ministry will have discretion over the percentage of total eligible project costs that can be attributed to direct administration costs based on factors such as the nature of an applicant’s proposed project and the cash and/or in-kind contribution to that project.

Ineligible Costs The following expenses will not be covered by the HCF Grant Program even if they are related to the project. Please consult with your Program Coordinator if the eligibility of certain expense items is unclear:

Overhead administration or management costs related to an organization’s ongoing business activities, such as salaries, rent, utilities, telephone, website development or maintenance, and communication services. Some core operational costs may be considered an in-kind contribution but must be directly related to the delivery of the project;

Legal/audit fees, annual general meetings, budget deficits, membership fees, fundraising activities, committee and political meetings, or religious activities;

Workplace accommodation or other accessibility measures already required under the Ontario Human Rights Code;

Costs covered by other government funding; Activities that could be deemed discriminatory, as defined by the Ontario Human Rights

Code; One-time events, festivals, conferences or tournaments; Contingency or unexplained miscellaneous costs; Re-granting activities (e.g., using HCF funds to provide grants to other organizations); Marketing and promotional activities that are not specifically related to the project; Activities that take place outside of Ontario; Feasibility studies; infrastructure or capital expenses including the renovation, construction or

transformation of permanent spaces, parks or grounds; furniture, fixtures or other non-portable equipment;

Refundable Harmonized Sales Tax (HST); and Any expense incurred before receiving written Ministry approval.


http://www.mgs.gov.on.ca/en/Spotlight2/STDPROD_080798.html

Note: Funding under the HCF Grant Program is highly competitive. MOHLTC cannot guarantee funding to all applicants, nor can the Ministry ensure that the total amount requested by successful applicants will be granted. The recommendation to fund all or part of an applicant’s request will depend on its alignment with HCF granting priorities, assessment criteria and the overall demand for funds in the program.

In-kind Definitions In-kind contributions are the cash value of donated goods, commodities, or services such as volunteer hours, marketing services, equipment, office space, etc. Any financial donations, sponsorships, grants or loans of cash are not considered in-kind contributions. Volunteer hours are calculated at the General Minimum Wage for Ontario ($10.25/hour) unless acting in their professional capacity which is calculated at a fair market value. Below are some examples of in-kind contributions:

A local community “loans” a school gymnasium or a community centre room to an applicant to run a physical activity program. The room normally goes at a rate of $30/hour. The in-kind contribution is the total cash value of the use of this space.

A consultant donates time to your program. He/she normally charges $50/hr for these services. The in-kind contribution is the total cash value of his/her time.

A taxi company donates the use of its taxis at no cost. The in-kind contribution is the total cash value of the use of the taxis.

A local company donates postage and labour for a mail-out brochure about your program. The in-kind contribution is the total cash value of this postage and labour.

Advertising space (online, on a billboard, newspaper, etc.) that is donated to you. The space normally costs $2/word. The in-kind contribution is the total cash value of the space.

Volunteers perform the outreach and publicity for your project. The in-kind contribution is the total cash value of their time.

A permanent staff member provides a portion of his/her time to the project. He/she receives a salary equivalent to $15/hr. The in-kind contribution is the total cash value of his/her time.


Assessment Process The Minister has sole discretion over the final approval of all HCF grants. Applications will be assessed on the basis of the information provided by the applicant within the completed HCF Application Form (see “Before You Apply – Understand The Decision-Making Process” for further details).

Mandatory Prerequisites

Applicants must meet the following mandatory prerequisites to be considered for HCF grant funding (proposals from applicants that do not satisfy these prerequisites will not be accepted):

All applicants must be in full compliance with the Ontario Human Rights Code and any regulations made thereafter. Failure to comply with the letter and spirit of the Code will render the applicant ineligible for funding, and in the event a grant is made, the recipient is liable to repay the grant in its entirety at the request of the Ministry.

All applicants must attach a complete copy of documents that confirm the eligibility of the

organization. These include Certificates of Status, articles of incorporation, letters patent of the applicant, or special acts of incorporation. Incorporated branches, chapters or member agencies of provincial or national organizations may be asked to submit proof of eligibility of the provincial or national organization. *

* These eligibility documents are required as part of the first phase of the provincial application process whereby applicants are required to complete a “Statement of Interest.” The remaining prerequisites identified below are required as part of the second phase of the provincial application process, which involves the online completion of a full-length HCF Application Form (if an applicant is successful in the first phase). More information about this two-step application process can be found in Appendix A.

All applicants are required to submit a valid certificate of liability insurance (and any renewal or

replacement as may be necessary) with their application that covers the time period of the project. The Certificate must reference the project, confirm the requirements of Article 11.0 of the Terms and Conditions (part of the online HCF Application Form – see Appendix C and D).

Applicants must indicate that they have fulfilled all the requirements of any other grants

received from other Government of Ontario grant programs (e.g., no reports outstanding). Organizations that are in default of other grants received from the Government of Ontario are not eligible to receive HCF grant funding (for more information on what constitutes an “Event of Default,” see Article 14.1 of the application Terms and Conditions).

Applicants must provide the latest available audited financial statement, complete and

unabridged. If an audited statement cannot be produced, the most recent Board-endorsed financial engagement review will suffice providing this document includes a statement of revenues and expenses from all sources along with a balance sheet.

Provincial applicants must complete the Statement of Interest, and if applicable, the online

HCF Application Form, in full. Do not answer a question on either of these forms by referring to another answer.


Applicants must indicate that they have a formal risk management plan in place, or provide a full description of the measures or steps taken to ensure that persons served by their organization will not be at risk (e.g. volunteer/staff screening, police reference checks, health and safety policies and procedures, equipment/facility checks).

Other attachments required as per the “Mandatory Attachment Checklist” in the HCF

Statement of Interest Form.

Assessment Criteria Eligible applications will be assessed based on their relevance to, and support for, the vision of this program as well as their alignment with HCF grant funding priorities. In addition, the Ministry will assess all organizations and their applications against the following criteria to ensure fairness and accountability:

1. The applicant’s capacity to complete the project and achieve results; 2. The potential impact of outreach/education/awareness efforts to MOHLTC target populations; 3. Value for money -- project outcome/s compared with project cost; 4. Project resources (financial, human, and other); 5. Sustainability or lasting impact – a plan for ensuring resources are in place to continue the work

after the grant funding ends, and/or added value to community life after the project is finished; 6. The soundness of the project design, including its evaluation plan (e.g., how the applicant intends

to measure the success of the project in relation to the stated objectives/goals/outcomes of the HCF Grant Program) and the demonstration of need for the project in communities across the Province;

7. The number and strength of partnerships (e.g. a partner’s contribution, financial or non-financial, to

the project); 8. The project’s overall potential to support individuals and communities in making healthier life

choices; and 9. Existing HCF grant support. Priority will be given to applicant organizations that have not received

HCF grant funding in the previous year. Applicants who do have funding from the previous year will be prioritized according to the status of their existing HCF project and the submission of any reports to the Ministry. Existing grant recipients applying for additional HCF support will be advised to consult with their Ministry Program Coordinator on the status of their existing project/s.


Recipient Obligations

Reporting Requirements All HCF grant recipients are required to report on the work for which they have received funding. A follow-up letter from your Program Coordinator will specify when these reports are due. All grant recipients will be required to submit a final post-project report approximately 60-90 days after the completion of their project.

Accounting Due to the cost-sharing nature of the HCF Grant Program, all grant recipients are required to keep and maintain all financial records in a manner consistent with generally accepted accounting principles, which is a period of 7 years. These records include receipts relating to the grant or other project costs. Non-financial records relating to the grant or to the project must also be kept for 7 years. Details pertaining to this requirement are set out in the Terms and Conditions of the online HCF Application Form (the second form completed by provincial applicants if their “Statement of Interest” is successful).

Ongoing Communications All HCF grant recipients will be assigned a primary contact person (Program Coordinator). Once successful applicants receive notice of Ministry approval in the form of a letter from the Minister, the designated Program Coordinator will send a subsequent follow-up letter. This Coordinator will be able to provide grant recipients with support and guidance throughout the duration of the approved grant.

Organizations that receive HCF grants are required to keep their Ministry Program Coordinator, as well as their project partners, informed of any changes that will affect their project. Any and all fundamental changes to the project (i.e. budget or timelines) require written consent from the Ministry prior to implementation of these changes.

A “Project Change Request Form” can be used by grant recipients to make project adjustments, provided the fundamental purpose of the project remains the same. This form can be supplied electronically by your Program Coordinator upon request. It is important to complete and submit this form as soon as the need for a change is identified. Program Coordinators will review each request and respond in a timely manner. Changes to the project may not occur until the Program Coordinator has provided approval. Applicants must abide by any terms and conditions that the Ministry may require in consenting to such changes.

Acknowledgement In an effort to demonstrate openness and accountability of how public funds are spent, public acknowledgement of support from the Government of Ontario is mandatory for all grant recipients.

Recipients must ensure that all materials (including all copies of reports, all advertising, oral presentations, and publicity relating to the project/s) credit the support of the Government of Ontario. Details pertaining to this requirement are set out in the Terms and Conditions of the online HCF Application Form, Article 8.0 titled “Credit.” Organizations approved for funding are also expected to provide copies of any products (research reports, manuals, etc.) developed as a result of their grant.

Information about organizations that receive HCF grants including the name, address, telephone/fax numbers or e-mail addresses may be made public by the Ministry. The Ministry reserves the right to make a public announcement about any approved grant.


Before You Apply

Consult With Us First! All applicants should read these guidelines and consult with a Ministry Program Coordinator at the earliest possible opportunity and before completing a “Statement of Interest,” the first of a two-step application process for provincial HCF applicants. Consultation with a Program Coordinator should take place well in advance of submitting a Statement of Interest on Monday, February 13, 2012 at 4:00 p.m. (Eastern Standard Time). The purpose of such consultation is to determine whether the applicant organization and proposed project meet the eligibility requirements of the HCF Grant Program and to obtain further advice and guidance in the development of your application. Consultation means a dialogue, in writing or over the phone, in which the applicant provides detailed information on their proposed project. Such a consultation does not mean that a project will be recommended for funding. The Ministry anticipates that more applications will be received than can be supported with the available HCF grant funding. Statement of Interest forms submitted without consultation will result in applicants having a lower chance of being invited to participate in the second phase of the provincial application process.

Know Who To Contact Please contact a Ministry Program Coordinator below prior to undertaking the first phase of the provincial application process and submitting an HCF Statement of Interest:

Kojo Mensah 416 314-8110 [email protected] Steven Boyd 416-314-7510 [email protected] Judy Pike 416-314-7681 [email protected] Pam Blanchfield 416-327-0337 [email protected] Daphne Dufour (bilingual) 416-327-4860 [email protected]

Understand The Decision-Making Process All HCF grant applications will undergo an extensive review process once they are received. All applicants will receive written notification of the final decision whether their application is approved or declined. Program Coordinators will make every effort to contact applicants as soon as possible after the Minister has made a final decision.


mailto:[email protected]




Appendix A: Application Instructions

The deadline date for provincial applicants to submit their Statement of Interest is Monday, February 13, 2012 at 4:00 p.m. (Eastern Standard Time).

Statement of Interest

Applicants applying for provincial HCF grant funding will be required to participate in a two-step application process. The first step or phase of the process involves the submission of a “Statement of Interest” after consulting with a Ministry Program Coordinator. Applicants who are successful in this first phase will be invited to submit a full-length, online HCF Application Form detailing the proposed project in its entirety (detailed instructions regarding this second phase are outlined in the following section). Interested applicants must submit a “Statement of Interest” on the current Ministry-supplied form in either English or French. Statements of Interest submitted on any other form will not be accepted. All Statement of Interest submissions will undergo a review process upon submission. Statement of Interest forms are available from Ministry staff, or on the Ministry website at: www.ontario.ca/healthycommunities Note: Statement of Interest forms can be downloaded from the Ministry’s website and saved to your computer. Unlike the full-length, online HCF Application Form (the second form completed by provincial applicants who are successful in the first phase), the Statement of Interest forms can be completed off-line (e.g., without internet access) and must be submitted as an email attachment to [email protected] once complete. All applicants will receive written notification of the final decision whether their Statement of Interest is approved or declined. Applicants that are not successful in their Statement of Interest submission will be offered the opportunity receive feedback on their submission from a Ministry Program Coordinator. Every effort will be made to contact applicants as soon as possible after decisions have been made. * * Since the second phase of the provincial application process involves a new online enrolment process, applicants are highly encouraged to undertake the Grants Ontario enrolment process as soon as possible or at least two (2) weeks before the Statement of Interest deadline. Although your organization may not know about the approval status of your Statement of Interest at this point, enrolling with Grants Ontario is an easy process, and doing so early will help to ensure a smooth transition onto the second phase of the HCF application process, if your Statement of Interest is approved.

HCF Application Form: We are going digital!

Once applicants have received formal notification from the Ministry that their Statement of Interest has been approved, they may proceed to undertake the second step or phase of the provincial application process. This second phase requires the applicant to complete a full-length, online HCF Application Form. Note: An invitation to participate in the second phase of the provincial application process does not guarantee funding. The review process is competitive and submissions will be assessed based on the strength of the project proposal, and its relevance to the health promotion priorities and outcomes as described in these guidelines.


http://www.ontario.ca/healthycommunities


The second, full-length application form must be submitted, in either English or French, through “Grants Ontario” - a new online grant application system involving a common application form for MOHLTC, as well as the Ministry of Citizenship and Immigration, the Ministry of Tourism, Culture and Sport, the Ontario Women’s Directorate, and the Ontario Tourism Marketing Partnership Plan. This new system will require a computer with internet access. The Application Form includes terms and conditions that must be adhered to by all applicants that receive an HCF grant. Applications received in any format other than through Grants Ontario will not be accepted. Applicants who cannot complete an application online must inform their Ministry Program Coordinator as soon as possible (reasons must be legitimate and will be considered on a case-by-case basis). It is highly advisable that applicants print a copy of this Appendix or use a split computer screen to make sure they follow all specific application instructions for the HCF Grant Program. Once a full-length HCF application is started online, it may be saved at any point and returned to later. This application can be retrieved from any computer with internet access, but unlike the Statement of Interest form, cannot be loaded onto a memory stick or emailed. The instructions in this Appendix will provide specific guidance to applicants on how and when to complete questions (e.g. some questions may not require a response). The Grants Ontario application has general instructions beside each heading, and by positioning the mouse cursor over a key word, additional information will appear. Since organizations must enrol with Grants Ontario to access the online application, most of the information requested in the first few sections of the application form (e.g., address, contact information, etc.) will already be pre-populated using data from the enrolment process. As soon as a complete HCF application is uploaded and submitted electronically through Grants Ontario, an email will be sent to the main application contact confirming receipt of the application. If an applicant does not receive this email they should follow up with their Program Coordinator. The Ministry is excited about the new grant management technology we are introducing and will support you in using Grants Ontario!

Online Application Sections The full-length HCF application is broken into the following sections, which follows a customized sequence for the HCF Grant Program. Note: The information to follow only applies to the full-length application form available to organizations that are successful in the first phase of the provincial application process (i.e. Ministry-approved Statement of Interest):

A. Organization Information B. Organization Address Information C. Organization Contact Information D. Organization Capacity E. Grant Payment Information F. Application Contact Information G. Project Information


H. Project Financial Information I. Performance Measures J. Partnership / Stakeholder Information O. Declaration/Signing P. Terms and Conditions

Sections A to C – Organization Information, Address Information and Contact Information

These sections are explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process.

Section D – Organization Capacity

Information about the organization including staffing, volunteers, governance, past performance and skills that will make the proposed project successful. 6) Describe your organization’s core business or field of activity. What does your organization do? What is your organization’s primary purpose and the primary

client group served? Briefly describe your organization’s current programming and services that are relevant to your project application.

7) How does the strategic plan guide your organization’s activities? Not applicable, do not answer. 8) Outline your organization’s risk management plan for the prevention of abuse to clients, members and staff: Explain how your organization will minimize risk to persons served or involved in your services

including details of: o Volunteer/staff screening (applications, interviews, police record checks, references and/or

other measures); o Volunteer and staff training / orientation programs; o Ongoing monitoring/orientation of staff and volunteers; o Health and safety; o Equipment/facility safety checks; o Anti-harassment / anti-discrimination; and o Other (please describe).

9) How is your Board elected? Not applicable, do not answer. 10) How does the composition of your Board represent the community it serves? Not applicable, do not answer. 11) What practices / procedures exist to ensure the Board conducts its activities with accountability and transparency? Not applicable, do not answer. 12) Describe your organization’s history of managing similar projects and include past achievements. Describe successful strategies your organization has used to ensure that program outcomes are

achieved.


Describe your organization’s experience developing, tracking and reporting on outcomes and performance measures successfully.

Provide additional details on whether your organization is up-to-date in meeting all requirements related to funding received from the Government of Ontario, any agency of the Government of Ontario, or any current or previous funding from the Ontario Trillium Foundation. For example, outstanding reports or refunds.

13) Describe your organization’s ability and capacity to successfully undertake this project. How will your project be supervised and managed? Include the number of people designated as

project managers or supervisors as well as their skills, knowledge and expertise. Also, provide details on your project staff (existing staff or potential recruits) and their relevant experience.

14) Provide details on your staff and relevant staff experience for those involved in the project. Not applicable, do not answer. 15) Describe successful strategies your organization has used to ensure achievement of program outcomes. Not applicable, do not answer. 16) Describe your organization’s experience developing, tracking and reporting on outcomes and performance measures successfully. Not applicable, do not answer. Section E – Grant Payment Information

This section is explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process. F – Application Contact Information

Section F is explained directly in the online Application Form, collecting much of the same information from applicants as the Grants Ontario enrolment process. Section G – Project Information 1) Project Name A short descriptive name that will easily identify your project. 2) Project Start Date This is the anticipated start date of the project. For Ministry purposes, this is the date applicants

receive formal notification from the Minister of their project’s approval status. Successful applicants can choose to start their project after this date, but not before receiving notification from the Minister.

3) Project End Date This is the anticipated end date of the project. All projects must be complete by March 31, 2013. 4) Target Sector Select the appropriate sector (target population) that your project will benefit most, or have the


5) Project Scope Refers to geographic reach of the project. Provincial HCF projects must encompass the province

as a whole (see “Eligibility – What Qualifies as a Provincial Project”). 6) Host Community In which communities will your project take place? (see definition of “Community” in Appendix E of

these Program Guidelines). 7) Project Priority Select two of the six health promotion priorities from the list provided. All applicants must address

at least two of the six priorities identified in these Program Guidelines (see “Strategic Overview – Priorities and Objectives”).

8) Project Summary Provide a brief description of your project to a maximum of 200 words. If your application is

successful, this wording will be published in both official languages on the Ministry website. 9) Project Description Describe your project in detail making sure to address all the specific requirements in these

Program Guidelines. Describe your project and its anticipated results in clear and concise terms. Ensure that you

describe how the project will address each health promotion priority identified. Who will be doing what, where, when and how? What impact will it have? How many people will it reach?

Indicate how your project will provide value for money (e.g. cost per participant, leveraging other funding, appropriate cost for the target population, etc.).

Explain how the success of the project will be sustained after the approved funding has ended (e.g. project participants continue to share what they have learned, a permanent change has been achieved in several communities, a model has been repeated in several other communities, etc.).

10) Project Objectives Describe the project objectives that will be accomplished along the way to achieving the overall

project goal(s), making sure to address all the specific requirements in these Program Guidelines. 11) Rationale / Need Describe why your project is viable, including steps or measures taken to ensure that your project

does not overlap with, or duplicate, any existing projects with similar objectives/outcomes in your targeted communities. Be sure to address all the specific requirements in these Program Guidelines.

Explain why there is a need for this project (e.g., what information and/or research has your organization gathered to identify or confirm the need for your project?).

Provide a brief summary of your research findings that support the need for this project. 12) Project Beneficiaries Describe how the “Target Sector” (the target population that you selected earlier in this section of

the online application form) will benefit from your project and include geographic and/or demographic information (e.g., geographic location and population characteristics), if available and applicable.

Describe how your project will reach out to this target population. Outreach usually involves an


13) Risk Assessment and Management Provide a description of the challenges that may affect the achievement of your project outcomes

Note: this question is not to be confused with the question in Section D regarding your organization’s risk management plan for the prevention of abuse to clients, members and staff.

14) Project Outcomes Provide a description of outcomes that are important to understanding the success of the project,

as related to the objectives identified under each of the six health promotion priorities (see “Strategic Overview – Priorities and Objectives” in these Program Guidelines). Examples may include, but are not limited to, the following: o Greater awareness of the risks associated with tobacco use o Greater exposure to the outdoors o Knowledge of healthy eating techniques o Reduction in social isolation or exclusion o Increased exposure to physical activity o De-stigmatization of mental illness o New exposure to a recreational activity o Capacity building for staff, organization, or community o Exposure to positive adult role models for youth participants o Leadership skills development o Knowledge of safety and injury prevention techniques o Enhanced confidence in sport skills/participation o New exposure to available community supports o Positive association with healthy foods

15) Evaluation Plan / Criteria Describe your project’s evaluation plan. For information on how to develop an evaluation plan,

please refer to the definition of “Evaluation Plan” in Appendix E of these Program Guidelines. 16) Work Plan of Project The work plan is designed to provide the Ministry with a clear idea of how you are going to carry

out your project. Your work plan should demonstrate a systematic approach as to how you will accomplish the project including all phases of planning, development, implementation and evaluation. The results and activities identified in this section will be used as benchmarks for you and the Ministry to measure the progress and success of your project.

The work plan should be detailed enough that a new project manager could be appointed half way through the implementation phase and could manage the project based on the plan.

Partner organizations identified in the work plan must also be listed as partners in Section J of the Application Form.

HCF applicants are required to complete the following work plan components for their project:: o Key Milestones – mark the completion of a work phase o Activities – tasks that will be undertaken to complete the project o Start Date – anticipated start date of each activity o End Date – anticipated end date of each activity o Responsibility – indicates who is in charge of completing the activities o Performance Indicator – signal that demonstrates a task is achieved successfully



Section H – Project Financial Information

Provincial applicants are required to complete the budget template as part of their online application. Below are instructions for completing the template. Please review these carefully before proceeding with the completion of this section. A sample budget is shown on the next page to assist you.

List all project expense items in the first column (on the left side of the budget template), and identify how each of these items will be paid or offset. In other words, tell us how your project costs will be covered – e.g., by “Requested” funding from HCF and/or through the “Cash” and “In-Kind” contributions of your organization and/or its partners. Remember to pay close attention to the terms identified under “Funding Criteria – Cost-sharing Requirements” section of these Program Guidelines (e.g., in the sample budget below, the $5,000 requested to support $8,750 of eligible costs falls within the HCF funding terms of up to 60% for a one-year project).

When disclosing cash and in-kind contributions, please list all the dollar amounts and sources of the funds that will make up these contributions. There is a mandatory cash contribution set at a minimum of 10% with no maximum. Exceptions apply for certain applicants (see “Funding Criteria-Cost-sharing Requirements” in these Program Guidelines).

Only confirmed cash and/or in-kind contributions from your organization, from other organizations (partners), or from non-provincial sources can be included. Provincial funds from another Ministry, government agency or grant from the Ontario Trillium Foundation cannot be used as cash contributions.

Itemize ALL expenditures and contributions required to carry out your project, both eligible and ineligible, to provide a holistic picture of the total project value. Be sure to document details of each item. For staffing positions, include a description of responsibility, number of hours per week and wage and benefits as they relate to the project. For purchased items, include the cost per unit and number of items needed.

Only one year of funding is available through the 2012-13 HCF Grant Program so be sure to complete only the “Project Cost (Year 1)” table.

Although we ask that you disclose ineligible expenses, remember that HCF funding cannot be used to cover these costs (see “Funding Criteria – Ineligible Costs” in these Program Guidelines).

All cash and in-kind contributions from other organizations must be confirmed in writing and included as an attachment (see list of mandatory attachments in the HCF Application Form).

The rows will expand, simply click the + sign. All totals and sub-totals will be automatically calculated in the “Project Cost (Year 1)” table and the

“Total Project Financials” table at the end of this section. Within the latter table, note that the two bottom cells – “Total Eligible Expense” and “Total Project Budget” – must be calculated manually.

Staffing Costs Requested Cash In-kind Total

X Program Officer - Janice Chan 1,500.00 2,000.00 3,500.00 + X Substance Abuse Clinician 1 day * 10

weeks 3,200.00 3,200.00 +

Total Staffing Costs : $4,700.00 $2,000.00 $6,700.00

Benefits Requested Cash In-kind Total

X Program Officer - Janice Chan 450.00 450.00 +

Total Benefits : $450.00 $450.00

Program Expenses Requested Cash In-kind Total

X Brochures 300.00 300.00 +

X Digitizing Maps by MapLovers Inc 400.00 400.00 +

X Lunch to be paid by Rotary Club 250.00 +

X 3 lunches * 30 people * $10.00 900.00 900.00 +

Total Program Expenses : $300.00 $900.00 $650.00 $1,850.00

Administration Costs / Other Requested Cash In-kind Total

X Desktop Computer (ineligible) 1,000.00 1,000.00 +

Total Administration Costs / Other : $1,000.00 $1,000.00

Item Description Requested Cash In-kind Total Staffing Costs 4,700.00 2,000.00 6,700.00

Benefits 450.00 450.00

Program Expenses 300.00 900.00 650.00 1,850.00

Administration Costs / Other 1,000.00 1,000.00

Total : $5,000.00 $1,900.00 $3,100.00 $10,000.00

Total Requested : $5,000.00

Total Eligible Expenses : $9,000.00

Total Project Budget : $10,000.00

Total Project Financials

Project Cost (Year 1)

Section H – Project Financial Information


Section I – Performance Measures The Ministry tracks set performance measures or outputs for all HCF projects. Applicants must record the “goal” (the targeted or projected number) for each of the following four “metrics” if applicable to their project. 1. Number of Community Meetings 2. Number of Participants 3. Number of Partners (at least one partner must be confirmed to be eligible for HCF grant funding). 4. Number of Tools / Resources Note: Your project may have additional performance measures that may be added to the blank areas of

the table within this section of the online Application Form. When reporting final results, there will be space within the Ministry-supplied interim and/or post-project report templates to explain project outcomes that have been achieved which are not easily measured by numbers (see instructions for “Section G – Project Outcomes” above).

The second field in this section entitled “Client Provided Performance Metrics” is not applicable and should not be answered.

Section J – Partner / Stakeholder Information 1. Type Identify the sector that each partner organization represents using the drop-down menu. Two

values will appear: partner or stakeholder. Select the former “partner” value as the latter term applies to different grant programs offered by other ministries and is not applicable.

2. Name Provide the name of each partner organization that has committed to assisting your organization

with delivering your project. 3. Role Specify whether each partner is an existing or new partner and describe what their role and

contribution to the project will be. Stakeholders who were consulted about the project should also be noted and their role and contribution described. Be sure to address all of the specific requirements in these Program Guidelines.

4. Description Describe how your partners are involved in the planning, development, implementation and

evaluation of the project. Note: Applicants must include signed letters from each partner listed indicating their involvement in the project and verifying their financial and/or in kind contributions to the project. Lead applicants are obligated to send a copy of the completed application to their identified partners. Remember to note the cash and/or in-kind contribution by each partner in Section H. Partners identified in the work plan (Section G) must also be listed as partners in this section.



Sections O and P – Declaration / Signing and Terms & Conditions

These sections are explained directly in the online Application Form. By signing the Application Form and submitting it (through Grants Ontario) to the Ministry, the organization applying is formally verifying that it agrees to abide by the Terms and Conditions governing the grant, if awarded. All HCF grants awarded by the Ministry are governed by the Terms and Conditions in the online Application Form.

Appendix B: Ministry Regions in Ontario

West Region

North Region

East Region

Central Region


Appendix C: Insurance Certificate Guidelines Generally, a certificate of insurance should: Note: The items below have been numbered to correspond with the sample insurance certificate on the following page (Appendix D).

1. States that the insured party is the recipient organization with whom the Ministry has contracted. This is important since a policy will only respond to cover the Named Insured on the policy.

2. Identify the date of coverage (e.g., the dates should be for the project duration). 3. Identify MOHLTC as an additional insured in language that is consistent with the language used in

Article 11.0 titled “Insurance” of the Terms and Conditions (part of the online HCF Application Form): "Her Majesty the Queen in Right of Ontario, her Ministers, agents, appointees and employees”. This phrase should appear on the certificate face under a memo heading or special note box.

4. Identify the type (a) and amount (b) of coverage (Commercial General Liability insurance is listed

and is on an occurrence basis for two million dollars). 5. Identify all of the endorsements requested in the 2012-13 HCF Terms and Conditions (see Article

11.1 of the Terms and Conditions). 6. Include a statement that the certificate holder (the Ministry) will be notified of any cancellation or

material change within thirty days. 7. Include the signature of an authorized insurance representative.


Appendix D: Sample Insurance Certificate

This is to certify that the policies of insurance described herein have been issued to the insured named herein for the policy period indicated. Notwithstanding any requirements, term or condition of any contract or other document with respect to which the Certificate may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, conditions and exclusions of such policies. Limits shown may have been reduced by paid claims.

This certificate is issued as a matter of information only and confers no right upon the Certificate Holder other than those provided by this policy. This Certificate does not amend, extend or alter the coverage by the policies described herein.

Name and address to whom issued

Ontario Ministry of Health and Long-Term Care

Name and address of Insured

Type of Insurance

INSURER

POLICY

NUMBER

EXPIRATION

DATE

COVERAGES

Limits of Liability

COMMERCIAL GENERAL LIABILITY Including: Non-Owned Automobile Blanket Contractual Liability Products and Completed Operations Cross Liability and Severability of

interests clause Personal Injury Employers Liability or WSIB

Clearance

Insurance Company of

Canada

October 1,

2013

Inclusive Limits Bodily Injury and Property Damage Liability

Each occurrence or Accident: $2,000,000 General Aggregate:

$2,000,000

AUTOMOBILE

Company of Canada

October 1,

2013

Inclusive Limits Bodily Injury and Property Damage Liability

Each accident: $2,000,000 - Accident Benefits - Self Insured for

Physical Damage

ERRORS & OMISSIONS

Company of

Canada

December 2,

2013

Wrongful Acts committed in the performance of or failure to perform

$2,000,000 per claim and Aggregate Claims Made

Description of Operations or Automobiles covered and other comments:

Additional Insured: Her Majesty the Queen in right of Ontario, her Ministers, agents, appointees and employees

SUBJECT TO THE TERMS, CONDITIONS AND EXCLUSIONS OF THE ABOVE NOTED POLICIES

**EVIDENCE OF INSURANCE ONLY** CANCELLATION: Should any the policies described herein be cancelled before the expiration date thereof, the insurer(s)

affording coverage will endeavour to mail 30-days written notice to the Certificate Holder named herein, but failure to mail such notice shall impose no obligation or liability of any kind upon either the Insurer(s) affording coverage, its agents or representatives.

Issued at: Toronto, Ontario Signature: Date: February 10, 2012


Appendix E: Glossary of Terms and Resources: Aboriginal Community: A First Nation or Métis community. A First Nation community is the current title used by Ministry of Aboriginal Affairs to describe the various societies of the indigenous or aboriginal persons. The term is also used to designate bands of aboriginal people for whom reserves have been provided under the Canadian Indian Act. Within the purposes of HCF, First Nations refer to a self-governing body that applies to an aboriginal community, much like a municipality. Aboriginal Persons: According to the Ministry of Aboriginal Affairs, aboriginal persons are the descendants of the original inhabitants of North America. The Canadian Constitution (the Constitution Act, 1982) recognizes three groups of Aboriginal peoples – Indians, Métis and Inuit. These are three separate peoples with unique heritages, languages, cultural practices and spiritual beliefs. Active Transportation: Refers to human powered (i.e., non-motorized) modes of transportation that rely on the use of human energy – with or without some form of wheels or travel support. It is any trip made for the purposes of getting to a particular destination (to work, to school, to the store or to visit friends). Walking and cycling are the most common forms of active transportation but it can also involve combining modes such as walking/cycling with public transit. Applicant: Refers to the entity that submits an application to the Ministry for funding under the HCF Grant Program who is responsible for undertaking the project. The applicant submits the application and supporting documents, and is the only party to enter into an agreement with the Ministry, should the project be approved for funding. The applicant must meet all eligibility requirements for the HCF Grant Program, and if funded, is responsible for all reporting and contractual obligations, and also for communicating with the Ministry. Audited Financial Statement: Indicates that an organization has produced its financial statements and submitted them to an independent accounting firm for audit purposes (a certified public accountant examines documentary evidence from inside and outside the organization to verify the amounts recorded on the statements and to assess the reasonableness of the organization’s estimates). Audited financial statements offer a higher degree of assurance than unaudited financial statements. Chronic diseases: Diseases or conditions that are slow in onset and persist or progress over a long period of time, such as heart disease, stroke, cancer, diabetes, and respiratory diseases. Commercial General Liability Insurance (CGL): This is the primary general liability policy, which responds to the greatest range of liability risks and is in the widest use in Canada. Primarily, this insurance will respond to third party bodily injury and property damage as well as personal injury (libel or slander). CGL is perhaps the most important of all insurance policies in a contractual relationship as it offers the broadest coverage. This insurance ensures that a contractor/vendor/supplier has liability coverage for their products and operations during the contract. Community: The jurisdiction that an applicant serves. Applicants that provide services on a provincial or regional level, have the province or region served counted as their community. Where the applicant is governed by a municipal body (e.g. a municipal parks and recreation department), the community is the geographic jurisdiction served by that municipality. Discrimination: The prejudicial treatment of an individual based on their membership in a certain group or category. It involves the actual behaviours towards groups such as excluding or restricting members of one group from opportunities that are available to another group. Ethnic Communities: Ethnic/Visible minorities are defined by the Employment Equity Act as "persons, other than Aboriginal peoples, who are non-Caucasian in race or non-white in colour." According to Statistics Canada, a person's ethnic origin is the ethnic or cultural group(s) to which his or her ancestors belong. Therefore, the ethnic origin refers to a person's "roots" and should not be confused with his or her citizenship or nationality.


Evaluation Plan: How an organization intends to measure the success of a project in relation to its objectives and its overall impact. For information on how to develop an evaluation plan, please visit The Health Communication Unit (THCU) website at www.thcu.ca/infoandresources/evaluation.htm Financial Engagement Review: A report made by a certified public accountant that aims to present an attestation that he/she did not find elements challenging the legality, fairness of financial statements, financial condition or result at the end of the fiscal year. In general, these processes are confined to inquiries, analytical procedures and interviews with management. The Review leads to the establishment of a record delivered to the customer. It is not an audit, but it enables a conclusion to be made on whether the evidence considered is plausible under the circumstances. The Review provides a moderate level of assurance compared to audited financial statements. Food Skills: Refers to aspects of food selection, healthy food preparation and food storage. Food skills development includes a number of categories:

Knowledge (nutrition, label reading, food safety, food varieties, ingredients, substitution);

Planning (menu planning, budgeting, food preparation, teaching food skills to children);

Conceptualizing food (creative thinking about leftovers, adjusting recipes);

Food perception (using senses - texture, taste, when foods are cooked); and

Mechanical techniques (meal preparation, chopping/mixing/ cooking, following recipes). Healthy Eating: Eating practices and behaviours that are consistent with improving, maintaining, and/or enhancing health through a healthy eating pattern which includes:

Eating amounts and types of food recommended in Canada’s Food Guide;

Eating a variety of foods from each of the four food groups; and

Using the nutrition facts panel on food to compare and choose foods lower in fat, saturated fat, trans fat, sugar and sodium.

For information on healthy eating and good nutrition, please visit the Eat Right Ontario website (www.eatrightontario.ca) or the “Food and Nutrition” page on Health Canada’s website (http://www.hc-sc.gc.ca/fn-an/index-eng.php) Health Promotion: The process of enabling people to increase control over, and to improve, their health. It moves beyond a focus on individual behaviour towards a wide range of social and environmental interventions. (World Health Organization, 1986). Injury Prevention: A set of measures taken to prevent and/or reduce the incidence of injury. The emphasis is on preventing injuries before they occur. In-Kind contributions: Contributions towards the cost of the project which have a monetary value but are provided in the form of goods, commodities or services rather than as cash. Low-Income Persons: A person placed in this category is someone whose family income falls below Statistic Canada’s low-income cut-offs (LICO). This cut-off reflects an income level at which a family is likely to spend significantly more of its income on food, shelter and clothing than the average family. On average, families under the LICO spend 63% of their after-tax family income, or 55% of their before-tax family income, on food, shelter and clothing. Mental Health:

8. “A resource that enables individuals and communities to control their subjective well-being, cope with adversity and change, and support meaningful and inclusive participation in their social environments.”

9. “A concept that refers to an individual's emotional and psychological well-being; one’s capacity to live a full and creative life, and the flexibility to deal with life's inevitable challenges (e.g. depression, anxiety, etc.)”


http://www.thcu.ca/infoandresources/evaluation.htm

http://www.eatrightontario.ca/

http://www.hc-sc.gc.ca/fn-an/index-eng.php

Mental Health Promotion: The process of improving mental health for all by empowering individuals and communities to strengthen protective factors (e.g., resiliency, communication skills, etc.) and reduce risk factors (e.g., unemployment, abuse, discrimination, etc.) to mental health. Ontario Human Rights Code: Provides for equal treatment in the areas of services, goods, facilities, accommodation, contract and employment without discrimination on the grounds of race, ancestry, place of origin, colour, ethic origin, citizenship, creed, sex, sexual orientation, disability, age, family status, marital status, the receipt of public assistance (in accommodation only), and record of offences (in employment only). Obesity and Overweight: Abnormal or excessive fat accumulation that may impair, or present a risk to, health. Overweight and obesity are major risk factors for a number of chronic diseases, including diabetes, cardiovascular diseases and cancer (World Health Organization). Partner: An organization that will undertake the project with the applicant to assist with the planning, development, implementation and evaluation of the initiative. All HCF applicants must have at least one partner that will be involved in one or more of these project phases. Persons with Disabilities: Those people who report difficulties with daily living activities, or who indicate that a physical, mental condition or health problem reduces the kind or amount of activities they could do. According to the Ontario Human Rights Code, a ‘disability’ is defined as:

Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device,

A condition of mental impairment or a developmental disability,

A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,

A mental disorder, or

An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

Physical Literacy: The development of fundamental movement skills that permit a child to move confidently and with control in a wide range of physical activity, rhythmic (dance), and sport situations. Physical literacy also includes the ability to read what is going on around them in an activity setting and react appropriately. For more information, reference the Canadian Sport for Life website at: http://www.canadiansportforlife.ca/ Positive Mental Health: Acceptance of self, self-confidence, and self-reliance characterize the mentally healthy person. An important attribute of positive mental health includes the understanding of one's strengths and weaknesses, coupled with the conviction that one's positive characteristics outweigh the negative traits. Independence, initiative, and self-esteem are other indictors of positive mental health (Jahoda 1958). Project: Refers to the project for which a grant is awarded to the recipient under the HCF Grant Program. Specifically, a project is a set of activities or functions that a recipient undertakes with the financial assistance of the Ministry. A project has one or more partners, clear start and end dates, and demonstrates measurable outputs and outcomes related to HCF goals, priorities and objectives. Recipient: Refers to the applicant who has been awarded a grant under the HCF Grant Program. Resiliency: Being able to recover from difficulties or change – to function as well as before, and then move forward. Many refer to this as “bounding back” from difficulties or challenges. (Barankin T & Khanlou N 2009, “Growing up resilient: Ways to build resilience in children and youth”, Centre for Addiction and Mental Health.).


http://www.canadiansportforlife.ca/

Risk Management: The active process of identifying, assessing, communicating and managing the risks facing an organization to ensure that an organization meets its objectives. For information on risk management, visit Imagine Canada at http://www.imaginecanada.ca. Smoke Free Ontario Act: Prohibits smoking in workplaces, enclosed public spaces and also in motor vehicles when children under 16 are present. It also bans the public display of tobacco products prior to purchase and prohibits youth-targeted tobacco products such as flavoured cigarillos. These efforts have greatly reduced tobacco use and lowered health risks to non-smokers in Ontario: http://www.mhp.gov.on.ca/en/smoke-free/legislation/default.asp Social Inclusion: Is based on notions of belonging, acceptance and recognition and entails the realization of full and equal participation in economic, social, cultural and political institutions. It is about recognizing and valuing diversity; it is about engendering feelings of belonging by increasing social equality and the participation of diverse and disadvantaged populations (York Institute for Health Research). Stigma: Negative attitudes (prejudice) and negative behaviour (discrimination) toward people with substance use and/or mental health problems. Stigma includes:

Having fixed ideas and judgments – e.g., thinking that people with substance use and/or mental health problems are not normal; that they caused their own problems; or that they can simply get over their problems if they want to.

Fearing and avoiding what we do not understand – e.g., excluding people with substance use and/or mental health problems from regular parts of life, like having a job or a safe place to live. (Centre for Addiction and Mental Health, 2007).

Vulnerable Persons: Volunteer Canada defines vulnerable persons as those who have difficulty protecting themselves, and are therefore at greater risk of harm. People may be vulnerable because of age, language, culture, disability or handicap, or other circumstances. Vulnerability may be a temporary or a permanent condition. Youth Engagement: The meaningful participation and sustained involvement of a young person in an activity, with a focus outside him or herself. The kind of activity in which the youth is engaged can be almost anything – sports, arts, music, volunteer work, politics, social activism – and it can occur in almost any kind of setting. (Centre of Excellence for Youth Engagement, 2003). Youth Engagement Principles:

Inclusiveness: Acceptance and embracing of diversity including opinion, religion, gender, race/ethnicity, sexual orientation, image, ability, age, geography and mental health. This includes the removal of barriers, including economic barriers, to enable youth engagement.

Positive youth development: Alignment with a positive youth development approach.

Accountability: Developing standards of practice and accountability for youth engagement/development work, including responsibility for reporting back to youth. Include evaluation and monitoring as appropriate.

Operational practices: Commitment to operational practices that sustain youth engagement and enable youth development workers – including approaches to meet the needs of youth. These may include:

- Adults as allies/partners with youth - Youth-led and/or peer-to-peer initiatives - Approaches that provide opportunities to youth for meaningful action - Recognition of mutual benefit for adults and youth - Demonstration that youth contribution is valued

Strengths-based approach: A commitment to working with youth to identify needs and build upon youth assets. This includes skill development and capacity building i.e. education, training, on-going


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professional development, opportunities for group knowledge, skills and networks. Also includes a commitment to facilitate/provide opportunities for ongoing feedback, peer-review and self-reflection.

Flexibility and Innovation: Commitment of youth and adults working with youth to be open to new ideas, and have a willingness to take risks and challenge existing established processes and structures. Includes flexibility to hear and respond to youth-initiated ideas.

Space for youth: Ensuring caring and supportive environments where youth feel safe. Includes both policies and practices that make space available to youth and enable youth to feel safe in that space.

Transparency: Being clear about the purpose of engaging youth, using youth-friendly approaches when interacting with youth and ensuring youth understand outcomes and products of their engagement.

Sustainability of resources: Sustainability of financial resources for best-practice youth engagement initiatives can help to ensure youth engagement initiatives are not limited.

Cross-sector alignment: Youth engagement has been embraced across agencies of government at all levels (i.e. federal, provincial and municipal) and many non-governmental organizations. Organizations across all sectors should be committed to working with other partners and stakeholders to ensure alignment where possible of its youth engagement approach.

Collaboration: A commitment to working with others doing similar work to share knowledge and facilitate action while fostering development of strong and lasting relationships. An example could include a youth engagement community of practice.

2012-13 HCF Grant Program: Provincial Guidelines © Queen’s ... · Provincial HCF projects encompass the province as a whole, with an impact expanding across all four Ministry regions:

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