Application guide: Collaborative Networks
This guide is intended to provide additional clarity and support as you complete your application form, which is available here. It is periodically adjusted to support the use of the application form as necessaryFootnote 1. We recommend that you read through this guide before starting your application.
About Collaborative Networks
Through the establishment of Collaborative Networks, the Mobilizing Insights in Defence and Security (MINDS) Program increases and diversifies research on defence and security issues in Canada. National Defence seeks multi-disciplinary research Networks with diverse groups of experts from across Canada and internationally, to work together on specific defence policy challenges of high and contemporary importance. Up to $750,000 in funding will be provided over three years (in two tranches of up to $125,000 annually), allowing for more in-depth and nuanced analysis of key issues.
Networks provide an opportunity for the expert community to benefit from increased and prolonged funding to pursue creative and innovative research in the field of defence and security, while meeting the Department of National Defence and Canadian Armed Forces’ (DND/CAF) need for relevant and timely advice in order to develop informed policies and solutions to address acute issues, and broaden the spectrum of expert voices contributing to the conversation. In doing so, Network members have the opportunity, and are encouraged, to engage and collaborate with colleagues across the country and around the world.
For more information on network’s objectives and deliverables, please refer to Annex A at the end of this guide.
Overview & eligibility
- Calls for proposals are issued once a year, in the Fall/Winter period.
- Any proposal submitted outside the designated timeframe will not be considered.
- Details and dates will be posted in the Current Opportunities section of the MINDS website and sent to the MINDS mailing list subscribers.
- This opportunity is open to multidisciplinary teams with interest in the domain of security and defence studies.
- The Network Director must be a Canadian citizen, and affiliated with a Canadian institution or organization (university, not-for-profit organization, or research institution, private sector, etc.).
- Federal and provincial crown corporations are not eligible for funding under this program.
- Individuals or organizations employed by the Government of Canada are not eligible to receive funding from this program, with the exception of CAF Class A Reservists.
- Candidates must fulfill a list of broad objectives (see Annex A for the complete list of deliverables) and provide regular feedback and progress reports.
Please note that as the program centers its efforts on defence policy development and supporting defence policy decision-making, projects related to the field of social sciences, public policy and national defence matters will be privileged, and efforts will be made not to overlap other programs in other areas of interest. For example, applicants from the science and engineering fields are invited to consider National Defence’s IDEaS program.Footnote 2
MINDS Policy Challenges
MINDS Policy Challenges reflect current policy priorities for DND/CAF, are continuously updated to adjust to the strategic context, and are the result of consultations with senior leadership across the Defence Team. These challenges represent key issue areas where DND/CAF could benefit from external expertise to challenge or complement their thinking, in order to develop informed policies and solutions.
It is essential that MINDS Collaborative Networks relate to at least one MINDS Policy Challenge.
An up-to-date list of MINDS Policy Challenges and suggested research questions is available on the MINDS website. We recommend that you consult the list before filling out your application.
Completing your application
Applicants must use the provided Collaborative Network application form. Only forms that use the proper template, are complete (with a budget) and within the parameters outlined (including word/character limit, as indicated) will be reviewed. Once completed, please submit your application electronically to: MINDS@forces.gc.ca.
Section 1: General Information
This section collects descriptive information about the proposal and the organization(s) who will be involved.
Proposed Network Name
- Write the name for your proposed Network.
Network Director/Co-Directors
- Please include the name(s) of Canadian Director(s) responsible for the Network, affiliated Canadian institution(s), business number or GST number, email address(es), telephone number(s), mailing address, and website (if applicable).
- Please also indicate whether any Network Directors are employees of the Government of Canada, or CAF Class A Reservists.
- Indicate if any Director(s) are members of an existing MINDS Collaborative Network.
How did you find out about MINDS?
- Please indicate how you found out about this funding opportunity (website, colleagues, word of mouth, etc.).
Section 2: Network Overview
Structure
- In 1750 characters or fewer, please provide a summary of your Network’s structure and composition.
Network Members
- List members currently tied to this proposal.
- Where possible and applicable, applicants are encouraged to include signed letters of endorsement from organizational representatives of identified Network partners and/or members.
Organizations
- Identify the academic, think-tank, NGO, private sector organization or other organizations that are involved in this proposal. Must include at least two (2) different organization types to be eligible.
Regions
- Identify the regions of Canada involved in the proposal. Must include at least three (3) regions of Canada to be eligible.
Section 3: Evaluation
Collaborative Network applications are evaluated on three criteria: relevance, diversity, and innovation and leveraging technology.
A. Relevance (60% of total score)
Policy Challenges
- Indicate which MINDS Policy Challenge(s) your Network is addressing (may include up to three (3) Challenges). The Challenges can be found on the MINDS website.
- In 5050 characters or fewer, demonstrate the relevance of your Network to Canadian security and defence, and how it will support and/or be of value for DND/CAF:
- Clearly describe how the Network aligns with and plans to address each of the MINDS Policy Challenges listed. If it covers more than one Challenge, make sure to explain how they are interconnected; and
- Explain how the Network and its work will foster collaboration between DND/CAF and the external expert community.
Next Generation
- In 1750 characters or fewer, describe how the Network will engage and incorporate new and young voices (e.g. students, youth, Indigenous peoples, and/or new defence and security experts).
Communications
- Explain how you intend to engage and/or promote the Network’s work to DND/CAF, the broader defence and security community and public, as well as contribute to Canadians’ understanding of defence and security issues (e.g. through reports, briefings, publications or other means). Should include any contacts you may already have in DND/CAF.
B. Diversity (20% of total score)
Gender- Based Analysis Plus (GBA+)
- In 3425 characters or fewer, describe how your Network will include GBA+ in its design and delivery and how GBA+ will be used to achieve the Network’s objectives, including methods used to reduce unintended bias.
- For information and resources on GBA+ and considering diversity and inclusion in your application, please refer to Annex B at the end of this guide.
Different Perspectives
- In 1750 characters or fewer, describe how you will incorporate different disciplines and perspectives to achieve a multi-disciplinary Network. Include examples of disciplines/backgrounds that will be represented in the Network.
C. Innovation and leveraging technology (20% of total score)
Innovation
- In 1750 characters or fewer, describe how the network is innovative or creative - either in the topic studied, in the unique value it will add in its field, in the way it plans to achieve its objectives or deliver or disseminate its results, in developing interactions with the expert community or government entities or by any other means.
Technology
- In 1750 characters or fewer, clearly explain how the Network plans to leverage technology to grow, achieve its results and/or share findings with DND/CAF, the broader defence and security community and the Canadian public (data analytics, podcasts, website, social media, video, etc.).
Section 4: Financial Information
Governance
- In 1400 characters or fewer, describe how the Network Director or Co-Directors, and associated organization(s), will manage disbursements, ensure accountability, and alignment with eligible expenditures.
Other Funding
- In 350 characters or fewer, indicate if you have applied for or are received funding from any other sources for this Network. If yes, indicate the other sources and potential sources of funding and status of your application(s).
Budget
- Using the budget table included in the Network application form as an example, explain how the funding requested will be used, indicating which expenditures it will cover, and providing a detailed explanation of how these expenditures were calculated (e.g. numbers of attendees and rates on which accommodation, travel and hospitality costs are based).
- You may use a separate Word or Excel document and include it with your application submission.
- DND/CAF reserves the right to request receipts and/or other documentation to assess how funds are used.
- Failure to provide a detailed budget may result in rejection of your application.
- MINDS accords higher importance to costs that directly support the generation of ideas. As a publicly funded program, applicants are encouraged to carefully assess the amount and relative ratio of funding allocated to hospitality.
- In accordance with Treasury Board Guidelines, MINDS will only fund hospitality costs – including per diems, hotel expenses and meals – up to the maximum allowed under the Government of Canada guidelines provided by the National Joint Council.
- Note that travel and hospitality for Government officials cannot be covered by Network funding.
- Eligible expenditures include: research costs (subscriptions, travel and accommodation, etc.); conference/seminar costs (room rental, audiovisual rental, interpretation, materials, travel and accommodation); non-administrative salary costs (research assistants); publications (provided proper credit is given); translation costs; administrative/support salary costs, including benefits; advertising/promotional material for funded activities; institutional overhead (up to 10% of overall budget and must be identified in proposed budget) and, licensing and other fees.
- Funding cannot be used to offset expenses related to insurance, interest charges, professional services (including audits), utilities, amortization, rent, office overhead (including stationery costs), capital assets, honoraria, prizes/rewards/accolades, to purchase alcohol, or for purposes other than those stated in the proposal.
Section 5: Important Information & Signature
Please read the important information and Privacy Notice Statement carefully before signing your application form. Electronic signatures are acceptable.
Additional information
Debriefs
Successful and unsuccessful applicants may request a debrief on their application within 30 days of being advised of the outcome by contacting the MINDS team at minds@forces.gc.ca.
Conflict Resolution
There is no appeal mechanism for decisions made by DND to approve or not approve an application. Any questions or concerns about the process or decisions should be sent to the MINDS team at minds@forces.gc.ca
Recognition
Recipients must acknowledge the support of MINDS by providing written recognition in all materials produced and intended for the public. The official MINDS logo will be made available to successful applicants.
Members of the Defence Team or public servants from other government departments shall be permitted to participate in the Network but MINDS funding cannot be used to finance their participation.
License
Recipients shall grant a free license to reproduce or use any information or publications produced from a project for Government of Canada purposes.
Surveys/Interviews
If, as part of your Network’s work, you intend to conduct social science research, including interviews or surveys, with CAF members or their families, DND civilian employees, applicants for enrolment in the CAF or members of cadet organizations, you are required to contact the Social Science Research Review Board (SSRRB) before you begin. Please contact the SSRRB at SSRRB-CERSS@forces.gc.ca to learn more about the review process.
- The aim of SSRRB coordination is to ensure that research within the DND/CAF do not impede or conflict with operations, on-going DND/CAF programmes, or other approved higher-priority research.
- SSRRB will require you to obtain, on your own, a DND/CAF sponsor who will provide you with any administrative or logistical support that you may require, such as internal advertising of your research project, contacting potential research participants or arranging data collection activities (e.g., in-person focus groups, interviews, etc.).
Privacy and Access to Information
DND will comply with the federal Access to Information Act and Privacy Act with respect to applications received. By submitting personal information, an applicant is consenting to its collection, use and disclosure in accordance with the following Privacy Notice Statement, which explains how the applicant's information will be managed.
Applicants shall note that for all agreements information related to the agreement (name of the recipient and project location) will be made available to the public on the DND/CAF website.
Contact us
Additional questions should be directed to the MINDS team via email at minds@forces.gc.ca.
Annexes
Annex A: Network deliverables
- Establish a core multidisciplinary Network which must include at least two different types of organizations (academia, civil society or private sector are different types of organizations) and have representation from at least three Canadian geographic regions.
- Conduct ongoing in-depth and nuanced research and analysis to advance the MINDS policy challenges addressed by your Network.
- 3. Curate Network research into DND/CAF in a timely manner, by way of informal correspondence with the Defence Team, briefing notes, policy notes, responding to short term information requests, and/or presentations to DND/CAF.Footnote 3
- Address defence and security policy challenges through quarterly progress reports for the duration of the Network (3 years), and one final report provided to DND/CAF at the conclusion of the funding period.Footnote 4
- Strengthen the relationship between DND/CAF and the expert community by conducting briefings to DND/CAF senior officials, hosting at least one roundtable with interested Defence Team members, and lead at least 3 presentations (at 1 per year) to a Government of Canada wide audience.
- Foster and support the next generation of defence and security experts by engaging students, young scholars or new scholars in at least one Network event or activity, where the focus of this event is new/young scholar development.
- Contribute to the Canadian public’s understanding of defence and security issues by organizing (1-3) events over the 3 year period, and engaging the media on interesting, relevant, and/or significant project milestones.
- Support multidisciplinary collaboration and research by engaging many different disciplines, organizations, and regions in your Network, and organizing Networking events with the experts and practitioners interested in the Network’s research.
- Promoting and supporting diversity and inclusion by demonstrating diversity in membership, and the use of Gender-Based Analysis Plus in the design, implementation and delivery of your Network in order to achieve the Network’s deliverables.
Annex B: Information and Resources on GBA+ and considering diversity and inclusion in your Network application
1. What is GBA+?
Gender-Based Analysis Plus, or GBA+, is an analytical process used to examine the potential impacts (both intended and unintended) and opportunities of a project or initiative on diverse groups of people.
The “plus” in GBA+ acknowledges that GBA+ goes beyond biological (sex) and socio-cultural (gender) differences to consider many other identity factors such as: race, ethnicity, religion, age, mental and physical ability, region, language, economic status, sexual orientation, and more.
Applying GBA+ leads to better projects and initiatives, as it reflects and responds to the diverse needs of the Canadian population.
2. GBA+ in your TEG Application
Applicants for a Collaborative Network should, apply a GBA+ lens when preparing their proposal by providing an explanation of the potential benefits and negative impacts from a GBA+ perspective of the proposed design and implementation plan of the project, including supporting data and evidence where possible.
The expectation for integrating GBA+ into a research project or event is that the topic/problem is considered from multiple perspectives (e.g., gender, age, language, CAF rank, etc.) and that there is intersectionality (i.e. identity factors are considered simultaneously – so it isn’t that all men or women do X but rather, men and women, within a certain age range and of a certain socio-economic background are doing X).
Below are three categories of questions that might help you think things through. While they are by no means comprehensive and are provided as a starting point, they do align with the evaluation criteria we use to score the Diversity/GBA+ section of your application. We also recommend consulting the list of resources provided further below to deepen your analysis and strengthen your application. When possible, make sure to reference any external source of information.
Category A – Individuals, Communities, or Participants
- Who are the individuals most closely involved or most likely to be impacted by your project or research topic?
- Are they part of a particular demographic group?
- Are they located in a specific region (rural, urban, remote communities, Arctic, international, etc.)?
- Do they work in a specific industry or sector of the economy?
- What are the gender identity and sexual orientation characteristics of these individuals? How does the project impact them differently?
- How old are they, and what life stage are they at? Do they have a physical and/or mental health issues?
- What are their socio-economic (lower, middle or high income; lower educated or highly educated), cultural (newcomers to Canada, particular religious group) and familial characteristics (single-person household, two-person household, two-parent household, lone-parent household, etc.)?
- How do the factors identified above intersect and influence how individuals are affected (positively or negatively) by your project or topic?
- How have you (or will you) consult with groups in a way that can influence your work?
- What are the short, medium and long-term impacts (positive and negative) of the initiative or project?
- If you have identified possible negative impacts, is there a way your project can mitigate them? If so, explain how.
Category B – Outreach
- If you are proposing a conference, meeting or panel, are the speakers sufficiently diverse? This goes beyond diversity across disciplines, provinces/territories or careers.
- If you are proposing a conference, meeting or panel, how will you ensure that the audience will be sufficiently diverse? How exactly will you do this, and are these methods passive or active (i.e. send out invitations vs. actively engage)?
- How are you planning on disseminating the results of the project, conference, meeting or panel in order to ensure a broad audience benefits from its findings and results?
Category C – Project team
- Who are the researchers or other participants you have chosen to lead your work?
- Do you have sufficient diversity within your proposed group, and how have people been selected to ensure that different views (by gender, ethnicity, age, etc.) are included?
- How do you intend to mitigate unconscious biasFootnote 5?
- If you consider you have achieved diversity in your team and/or audience, how much space have you allowed for different people to influence your outcomes? How do you foster inclusion? For example, do you simply have 50% women speakers, or have you enabled them to the agenda?
- In the case of work taking place in Northern, Arctic or Indigenous communities, have you partnered appropriately with Northern, Arctic or Indigenous leadership to ensure they have an equitable space to influence the work, consultations and agenda?
- How would you engage and incorporate new/younger professionals and their perspectives?
3. Evaluation Criteria
A strong GBA+ / Diversity section should clearly demonstrate:
- your understanding of how this type of analysis interacts with and improves your project by providing specific considerations of an intersectional nature;
- how you and your team will make efforts to mitigate unconscious bias;
- that your team and/or panel of speakers (if applicable) is comprised of individuals with diverse identity characteristics and provides details on this representativeness; and
- that arrangements were made to ensure that diversity and inclusivity will result in diverse inputs throughout the project timeframe, and will impact on and be reflected in the project activities and deliverables.
4. Resources to familiarize yourself with and conduct GBA+
We strongly suggest that you consult the Women and Gender Equality Canada (WAGE) websiteFootnote 6 and complete the free GBA+ online training in order to incorporate GBA+ into your project application. You may also want to watch WAGE’s microlearning videos.
The following resources could also provide useful insights and tips:
- Demystifying GBA+ Job Aid (PDF version)
(Offers practical guidance on the use and implementation of GBA+ in your work such as a step-by-step overview of GBA+, description of each step, and related key questions)
- Intersectionality Job Aid (PDF version)
(Provides questions to help you reflect on your own position and unconscious bias, as well as on peoples’ multiple identity factors, and how they may impact their experiences)
- GBA+ Research Guide
(Offers tips on applying GBA+ at different stages of research)
- GBA+ Research Checklist
(Presents a list of questions to ask yourself to avoid common GBA+ pitfalls)
- Inclusive Event Planning & Guide to Planning Inclusive Meetings
(These tools provide useful tips to consider, especially if the project or initiative you are requesting funding for is a conference, event or workshop. For tips on organizing inclusive digital events, we recommend this post as a starting point)
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