Fetal Alcohol Spectrum Disorder (FASD) National Strategic Projects Fund Guide For Applicants

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6. Proposal Development

Before developing a proposal, please contact the national office to discuss your project idea and deadline for submission.

FASD National Strategic Projects Fund
FASD Team, Centre for Health Promotion
Room C968, Jeanne Mance Building
Tunney's Pasture, Ottawa,Ontario K1A 0K9
Tel: (613) 952-1229 Fax: (613) 946-2324
E-mail: fasd-ncr@phac-aspc.gc.ca

Sponsoring Organization's Responsibilities

If the proposed project is approved, the sponsoring organization will be required to:

• enter into a legal agreement with PHAC;
  
• be legally accountable to PHAC for prudent expenditure of the funds;
  
• ensure that the project described in the application for funding is efficiently carried out and achieves the project's objectives, in accordance with the Contribution Agreement, Appendices and Guiding Principles of the FASD National Strategic Projects Fund;
  
• submit quarterly narrative and financial reports.Terms and conditions and a reporting plan for the project will be detailed in the contribution agreement;
  
• take the necessary measures to respect the OLA.More information is provided in Section 1 of this Guide.

Your application must include the following information and documentation:

Incomplete proposals will be automatically screened out of the review process.

Proof of not-for-profit status
Identification of target population language groups
Application Form - (See Appendix D.)
Official signed letter from your organization agreeing to sponsor the project
One-page project summary - Each proposal must include a project summary (maximum 350 words) in the following format:

• Organization's mandate;
  
• partners with whom the organization will work;
  
• project objectives and activities;
  
• relevance to chosen priority;
  
• expected project results;
  
• tools to measure achievement of objectives;
  
• project deliverables;
  
• dissemination of results.

Proof of liability insurance (hard copy required 30 days after a contribution agreement has been signed by all parties)
Letters from Partners (See Appendix B.)
Detailed description of the project, maximum of 15 pages (Refer to Sections 1 to 11 ).

The detailed description must include all of the headings listed below, in the order in which they appear:

1. OFFICIAL LANGUAGES

It is government policy that federal institutions providing grants or contributions to voluntary non-governmental organizations for activities, projects or programs involving services to a public composed of members of both official language communities must take the necessary measures to ensure that the recipients of public funds respect the spirit and the intent of the OLA.

The OLA also states that federal institutions are obligated to:

• enhance the vitality of the English and French linguistic minority communities in Canada;
  
• support and assist their development; and
  
• foster the full recognition and use of both English and French in Canadian society.

Note 1: Official-language minority communities are defined as Francophones living outside the province of Quebec and Anglophones living within the province of Quebec.

Note 2: Depending on the targeted population, activities, projects or programs may be conducted in only one official language, in both official languages or in another language.

Other Official Languages Obligations

Where federal funding is provided for activities/projects that are national in scope and include services to the general public, the sponsoring organization must describe the internal policies and/or procedures that will show its capability to:

• issue public announcements concerning the activities/projects in both official languages;
  
• ensure that services offered to the public are available in both official languages;
  
• ensure that documents relating to the activities/projects and intended for the general public are in both official languages;
  
• encourage members of both official language communities to participate in the activities/projects;
  
• organize activities, projects or programs in such a manner as to meet the needs of the two linguistic communities, except when a project is targeted at a specific linguistic community.

Remember to include the translation costs in your budget.

For more information on official languages, please go to:
http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/offlang/chap1_4_e.asp

2. SPONSORING ORGANIZATION

• Briefly describe the mandate of your organization and outline the reasons why your organization is well suited to undertake the proposed project.
  
  
• If your organization has received funding from Health Canada and/or PHAC in the past, identify when, for which projects, their status and/or results achieved, and from which funding program.

3. BACKGROUND

• Is this project based on the work of any previous program/ project? If yes, please provide details of how your project is building on this work and not duplicating it.
  
  
• Describe why this project is needed and how you have determined the need for this project. Provide information supporting the rationale for the project (e.g. needs assessments, questionnaires completed by members of the target population(s), epidemiological evidence, literature reviews, previous evaluation results).

4. DETERMINANTS OF HEALTH

• Indicate which determinants of health you intend to address in your project and explain how you will address them. See Appendix A for detailed information about these determinants.

5. PROMOTING PARTICIPATION, PARTNERSHIPS AND INTERSECTORAL COLLABORATION

Promoting Participation

• Describe how your project activities and intended outcomes will be relevant to the people affected by FASD and/or their families/caregivers.
  
• Describe how the members of the population group and key stakeholders will take an active role in planning, implementing and evaluating the project, as well as disseminating the results.

Partnerships and Intersectoral Collaboration

Partners are organizations that contribute to the management, coordination and/or delivery of the project.

Collaboration can help you better align resources with needs, reduce competition, increase effectiveness and make your results more sustainable. Collaboration can also be challenging.

It requires that organizations work outside historical boundaries; dedicate people, skills and energy to the efforts; deal with a diversity of priorities and culture; and think of their organizational plans and operations as part of a system that needs to function seamlessly and harmoniously.

A successful partnership will bring together all players and stakeholders in its shared goals. Key ingredients for successful partnerships are²:

Types of Partners:

• It is important to seek out organizations that have similar or complementary philosophy, goals and objectives;
  
• It may be beneficial to secure partners that have influence and could provide an alternative source of financial or in-kind support for project events and activities;
  
• Projects should link to community leaders who can become champions of FASD.

Developing Partners:

• Partners need to be involved right from the start so there is a shared sense of ownership.
  
• It takes time to form relationships and build trust.
  
• Partnerships should be formed that are strategic and mutually beneficial.

Maintaining Partnerships:

• There needs to be a clear understanding of the roles of each of the partners;
  
• Regular communication and sharing of information among partners is critical to success;
  
• Partnerships need continual nurturing and care to be sustained in the long term, and this requires time and resources;
  
• You must identify confirmed partnerships;
  
• You must provide a description of confirmed partners' role in your project;
  
• You must identify a plan to develop new action-oriented partnerships to support your project.

Remember to build time and resources into your workplan and budget.

(Refer to Appendix B - Guidelines for Letters from partners.)

6. PROJECT OBJECTIVES

Objectives are time limited, concrete, realistic and measurable.Objectives are not a list of activities, but rather a summary of the changes you hope will occur resulting from the project.

• State the specific objectives of your project and explain how they relate to the overall objectives and priorities of the FASD National Strategic Projects Fund.

7. WORKPLAN AND TIMETABLE

• Outline the proposed workplan for your project as per the template provided. Your workplan should include the project objectives, the anticipated activities, a tentative timetable, and the staff responsible for each activity.Where required, the type and timing of training or support needed by your staff, volunteers and project participants to complete the project should also be included.

WORKPLAN TEMPLATE

Objectives	Activities	Timetable	Staff Responsible
What Do You Propose To Do?	How Do You Propose To Do It?	How Long Will Each Activity Take?	Who?
List your objectives and show how they link to the objectives of the National Strategic Projects Fund.	List each activity you plan to undertake To complete your project and show how they link to your objectives.	Schedule the time required for each activity and Indicate the order in which they are to be completed.	Identify the person(s) responsible for completing each activity.

8. EVALUATION PLAN

The purpose of the project evaluation is to determine whether your project objectives have been met and to find out what helped/hindered the project.

• Your evaluation plan must list the (ACTIVITIES) you plan to pursue; describe the products you plan to produce (OUTPUTS); link these to the things you expect your project to accomplish (OUTCOMES); indicate how you will know when it has been successful (SUCCESS INDICATORS) and list the approaches you will use to measure that success (MEASUREMENT TOOLS).

Remember to include the costs associated with the evaluation activities in your budget.

Note: The evaluation costs should not be guided by the overall cost of your project; they should be costed out according to the activities.

You may choose to hire outside evaluators to help with your project evaluation. Funded organizations may be required to participate in other regional or national evaluation activities to help inform PHAC of the impact of the FASD National Strategic Projects Fund. (For more information on completing your evaluation plan, see the guide in Appendix C.)

EVALUATION PLAN TEMPLATE

Activities	Outputs	Immediate & intermediate outcomes	Success indicators	Measurement tools
List each activity from your workplan in the order in which it links to immediateand intermediateterm outcomes	List the specific measurable products (deliverables) resulting from your activities such as number of partnerships, meetings, posters, toolkits, conference calls, training sessions, etc.	List the specific outcomes you hope to achieve through your project.	Create at least one indicator per outcome. in the outcome evaluation, success indicators are linked to results/impacts of the project.	Specify how information will be collected to provide evidence for success indicators.

9. DISSEMINATION PLAN

The knowledge and experience gained from your project can contribute to the development of other projects, programs and/or policies.

• Describe how you will share project information, results and/or resources, throughout the life of your project, with individuals and organizations who may benefit.
  
  
• Describe how your partners and members of the population group will be involved in the dissemination of your project information and results throughout the life of the project. Remember to include the dissemination activities in your workplan and any costs associated with these activities in your budget.

10. SUSTAINABILITY PLAN

• Describe how the products of this project will continue to be available after funding ends.

11. DETAILED PROJECT BUDGET

The Fund will support only those expenses and activities directly related to the project.

• Refer to the PHAC Standard Financial Management Guide dated November 2004, for detailed information on eligible expenses and follow the Attachment 1 format.This Guide is available online at: http://www.publichealth.gc.ca/fasd
  
• Your budget must be summarized on the Application for Funding form (see Appendix D).
  
• You must provide a narrative description of the costs and how they were estimated.
  
• You must clearly outline any contributions, whether financial or in-kind, made by your organization or other sources. Indicate if you have applied to other funding agencies, public or private, to undertake this project. If so, specify which one(s), the amount requested and whether you have received confirmation of their financial support.

2 Windows to Youth Health: Population Health Fund Program - Evaluation for BC Region Youth Projects 2004-2005

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