National Call for Proposal (CFP) 2015 Tutorial

Before you begin your application

• Read the Funding Guidelines and FAQs.
• All required fields are marked with an asterisk.
• Use the Save, Previous, Next buttons at the bottom if each screen to navigate.

Table of contents

Instructions for common tasks

• How to add items to a list (such as activities, outcomes, partners, regions, themes)
• How to upload files

Troubleshooting tips and instructions

• Create an Account
  • For Organizations: Executive Director
  • Login Information
  • IRCC Partner Portal
  • Select your funding process
  • Funding Process and Program
  • Geographic Scope
• View your existing applications
• Section 1: Summary
• Section 2: Rationale
• Section 3: Activities
• Section 4: Outreach and Outcomes
• Section 5: Capacity
• Section 7: Budget
• Mandatory Documents
• Executive Declaration
• Consult the Status Page
• Submit your application

Instructions for common tasks

How to add items to a list

Adding new items to a list

Adding options from pre-existing list

• Click + Add to add an item
• Click once on an item from the list to select it, then click on the magnifying glass icon on the right
• Click OK

How to upload files

To manage supporting documents in your application where required:

• Click Upload File(s)
• Browse your computer to find and attach your file
• To remove a document select the corresponding File Name from the list and click Delete

Trouble-shooting tips

Create an Account

First time users must create an account.

For Organizations: Executive Director

• To create and manage an organization profile you must be the executive director.
• If you are not the executive director must obtain your organizational reference number to  apply for funding.
• The organizational reference number is sent to the executive director upon profile creation.   

Login Information

• Your email (user id), password will allow you to login to the portal. Your challenge question will be used to recover a lost password.
• Terms and Conditions must be read, and agreed to by checking the checkbox at the bottom of the page, before proceeding.
• Once you have selected Register you will be notified that an email with login information has been sent to the email address you provided. It may take several minutes for the email to be delivered.

IRCC Partner Portal

• When you login to the IRCC Partner Portal you will be able to manage your account, change your password, view previous or current applications, and start new applications.
• To start a new application click View or Submit Applications

Select your funding process

• For each field, using the drop down menus, make a selection that corresponds to your application.
• The selections made on this page will determine which options are available and displayed throughout the application.

Funding Process and Program

• Only current funding processes and programs are available.

Geographic Scope

Only the Geographic Scope options relevant to the funding process you selected will be available.

• Select Regional, if your project addresses needs and includes activities from only one IRCC Region.
• Select National, if your project addresses needs and includes activities that have relevance to more than one IRCC Region.

IRCC Regions are defined as:

• Western Region (British Columbia, Alberta, Saskatchewan, Manitoba, Yukon, Northwest Territories and Nunavut)
• Ontario Region (Ontario)
• Eastern Region (Quebec*, New Brunswick, Newfoundland and Labrador, Nova Scotia and Prince Edward Island)

* Under the Canada-Quebec Accord, Quebec is responsible for the delivery of resettlement and settlement services in this province.

Applicants from anywhere in the country, including Quebec, are eligible for consideration of a National project as long as their project is not Quebec specific.

View your existing applications

• If you have applied for funding in the past through this portal, or to view an existing application, click its Application Number.
• At any point throughout the application, you can return to view your list of existing applications by clicking on Application in the top menu bar.

Section 1: Summary

Communities involved

• This field will appear only if you selected Inter-Action (Multiculturalism) as the funding program when starting your application.
• You must select a minimum of two communities that will be involved in the project/event.
• Eligible Inter-Action (Multiculturalism) projects/events must demonstrate the involvement of more than one cultural, religious or ethnic community and establish concrete opportunities for positive interaction among them.

Country

• Canada is automatically selected here as pre-arrival services (international) is not part of a current open funding process.

Region

This field will be available only if you selected Regional as a Geographic Scope when starting your application.

Using the drop down menu, choose the IRCC Region that corresponds to your application.

IRCC Regions are defined as:

• Western Region (British Columbia, Alberta, Saskatchewan, Manitoba, Yukon, Northwest Territories and Nunavut)
• Ontario Region (Ontario)
• Eastern Region (Quebec*, New Brunswick, Newfoundland and Labrador, Nova Scotia and Prince Edward Island)

* Under the Canada-Quebec Accord, Quebec is responsible for the delivery of resettlement and settlement services in this province.

Province/Territories

This field will appear only if you selected Regional as a Geographic Scope when starting your application. You can add as many provinces/territories, within the IRCC Region you have identified, that apply to your project/event.

Section 2: Rationale

Goal

A goal has an observable and measurable end result and is usually achieved within a fixed timeframe.

Themes

• Eligible projects/events must correspond to one or more IRCC Theme, as described in the Funding Guidelines.
• You can add more than one IRCC Theme per project.

Section 3: Activities

Add an Activity

You can add as many activities as necessary.

Manage your Activities (Edit/Delete)

All activities you add and save are included to the Activities List.

Name of Activity

Using a distinct name for each activity will allow you to identify them easily in the Activities List.

Description of Activity

If you are applying for Settlement Program funding for an Indirect Services project, or if you are applying for  Inter-Action (Multiculturalism) funding, include an activity to describe the dissemination plan, indicating how you will distribute information, knowledge and tools produced as a result of the project/event.

Expected # of clients/participants

Type in the number of expected clients/participants over the full duration of this activity.

Clients/Participants List

Identify the clients/participants targeted by your project/event. You can select as many categories as necessary.

Categories

• select a clients/participants type from the list that applies to your project/event (choose “Other” if the category does not appear in the list)

Delivery Location List

Select one or more locations where your activity will be delivered. You can add as many locations as necessary.

Section 4: Outreach and Outcomes

IRCC Outcome (Immediate and Intermediate) - Add

Immediate outcomes are directly attributable to the project/event, they are short-term and often directly impact your target clients/participants.

All eligible projects/events must correspond to one or more IRCC Immediate Outcome, as described in the Funding Guidelines.

Intermediate outcomes are expected to occur once one or more immediate outcomes have been achieved. In terms of time frame and level, these are medium-term outcomes and are typically relate to broader knowledge and changed behaviour.

Fields related to IRCC Intermediate Outcomes will appear only if you selected Settlement Program or Inter-Action (Multiculturalism) Program - Projects as a funding program when starting your application.

Section 5: Capacity

Partners

Although partnerships are recommended for all projects, only Inter-Action (Multiculturalism) projects are required to have partners to be considered eligible for funding.

Letters of Support (Financial, In-Kind, Other)

If your partner is financial, it is mandatory to include a letter from that partner.  Attaching letters of support from in-kind or other partners is optional.

Section 7: Budget

Funding Period

Select the start and end date of the funding you are requesting from IRCC using the calendar. You can also enter the dates using the format yyyy-mm-dd.

Total Amount Requested from IRCC

This table will summarize the budget that you will produce from entering the fiscal year and specific budget line item information in the boxes below. This table will include the totals for each fiscal year within the funding period you selected.

A fiscal year starts April 1st and ends March 31. If, for example you selected a funding period start of April 15, 2016 and a funding period end of February 15, 2018, then you would need to provide a budget for April 15, 2016 to March 31, 2017 and another budget for April 1, 2017 to February 15, 2018.

Copy a Fiscal Year

• Click on the line corresponding to the fiscal year you wish to copy to select it.
• To copy the fiscal year selected, click Copy and use the drop down to identify the fiscal year.

Delete a Fiscal Year

• Click on the line corresponding to the fiscal year you wish to copy to select it.
• To delete the fiscal year selected, click Delete. This will remove the full fiscal year from your budget, including any line items (Program Delivery, Administrative, Capital, Revenue).

Program Delivery/Administrative/Capital/Revenue

To add a line item for a fiscal year:

• Ensure you are working in the fiscal year for which you want to edit budget line items  (in the Total Amount Requested from IRCC table, the fiscal year to which you will be making edits must be selected).

Mandatory Documents

The document types that appear on your application reflect the mandatory document requirements of your applicant type, as per the IRCC Portal Profile; you must attach each document requested on your application.  

If the files you submit are not the requested mandatory documents, the application will be considered as incomplete and there will be no follow-up to obtain missing information or documents.

Constitution, By-law, Letter of Incorporation, or similar instrument of governance

A similar instrument of governance would outline items such as the organization’s terms of reference, authorities and guiding principles.

Most recent annual report

Most recent in this case would refer to the annual report for the last year that has passed, or any other document that comprises similar information.

Full financial statements for last fiscal

If comparative information for two fiscal years is not included in the financial statement, provide full financial statements for the last two fiscal periods.

Names of persons on Boards of Directors

Include the names of persons who are full or part members of your Board of Directors.

Proof of citizenship (Individual applicants only)

You should scan the original to attach electronically to your application. Consult the IRCC website for information about documents which are accepted as proof of citizenship.

Your curriculum vitae (Individual applicants only)

You should scan the original to attach electronically to your application.

Other supporting documents

Include any additional relevant documents to support the application, if available.

Executive Declaration

• The Executive Director (or equivalent) must complete this Executive Declaration to be able to submit the application for funding.
• If you are not the Executive Director (or equivalent), a Submit for Declaration button will be visible. You must click on this button, which will send the Executive Director (or equivalent) a link to access the application and submit the application.

The Executive Declaration is comprised of three parts):

1. Review the profile information and make adjustments, if necessary
   1. To make edits, click on Profile in the top menu bar.
   2. To return to the Executive Declaration after you have reviewed the Profile:
      1. click on Application in the left menu bar
      2. select your application by clicking on its Application Number
      3. click Executive Declaration from the left menu bar
2. Review of the application content
   1. Using the Application Information menu bar on the left of the screen, click on each section to review the application, including Mandatory Documents, to ensure all the information is correct.
   2. If you are satisfied with the application, check the “Review of Application Information and Mandatory Documents” box.
3. Accept the Executive Declaration statements
   1. Click the three check boxes and enter your name and the date you completed the Executive Declaration at the bottom of the page.

Once the Executive Declaration is complete, click Next at the bottom of the Executive Director page to be automatically directed to the Status Page where the Submit Application will be activated.

Consult the Status Page

• The Status of each section must be noted as Complete to be able to submit your application.
• You can jump from one section to another of your application by clicking the section headings in the left menu bar.
• When you are within an application section, you can return to this Status Page using the Status Page link on left menu bar.

Users Notified of Application Status

• Contacts listed here will receive notifications about the application, such as acknowledgement of receipt and eligibility, after the application has been submitted.
• You may add as many contacts from your contact list as necessary. The list of contacts is stored in your IRCC Portal Profile which can be managed by clicking Profile in the top menu bar.

Submit your application

• Once you have completed all sections of the application the Submit Application button will be made available at the bottom of the Status Page.
• If you are ready to submit, click Submit Application to lock in all entered information and submit your application to IRCC.
• You can expect to receive an automatic notification email a few minutes after clicking the Submit Application button, confirming your application was received by IRCC.