Application Guide
Grants and Contributions Program to National Voluntary Organizations (GCP NVO)

Contribution Stream

Contents

• Section 1: Overview
• Section 2: Objectives and Principles
• Section 3: Funding Details and Requirements
• Section 4: Eligibility
• Section 5: Application and Assessment Process
• Section 6: Other Considerations
• Section 7: Contact Us
• Section 8: Glossary of Terms

Section 1: Overview

This document will provide detailed information on the solicitation to assist potential recipients during their application process.

The call for applications for the contribution stream of the Grants and Contributions Program to National Voluntary Organizations (GCP NVO) will provide funding to support eligible recipients that offer legitimate, government-funded record suspension (pardon) application support services. Funding these services will help marginalized communities access record suspensions (pardons) and ultimately facilitate their access to meaningful employment, housing, education and other necessities to support a sustained rehabilitation and reintegration into society.

For context, the 2020 Speech from the Throne and Supplementary Mandate Letter to the Minister both committed to introducing legislation and making investments to address systemic inequities in the criminal justice system, including by reducing barriers to record suspensions (pardons). Among other initiatives related to reducing barriers to the reintegration of individuals with criminal records through records suspensions (pardons), Budget 2021 announced contribution funding for community-based support services to assist individuals with the record suspension (pardon) application process. To this end, Public Safety Canada's Grants Program to National Voluntary Organizations (GP NVO) has been expanded to include a new contribution stream (GCP NVO).

The Government of Canada reiterated its ongoing commitment to combat systemic racism and discrimination in the criminal justice system in the 2021 Mandate Letters, prioritizing work to address the overrepresentation of Black and racialized Canadians and Indigenous Peoples in the justice system.

Section 2: Objectives and Principles

2.1 Objectives

In the context of the Program at large, the purpose of the grants and contributions is to contribute to the development of criminal justice policies and delivery of services.

The specific objective of the contribution stream is to provide funding for NVOs to create or expand application support services for individuals with criminal records looking to apply for a record suspension (pardon).

2.2 Principles

The key principles listed below will guide the Program in this solicitation. Applicants must apply all of these principles to their proposals when submitting a request for funding:

• Evidence-based: Proposals are supported by meaningful data and demonstrate the need to support individuals, particularly from marginalized communities, that have a criminal record apply for a record suspension (pardon). Funding applications must include monitoring plans to assess the outcomes and impacts of planned activities.
• Cultural competence and safety: Where applicable, projects recognize and work to address unequal power relations between service providers and service recipients by building equitable, two-way relationships characterized by respect, shared responsibility, and cultural exchange.
• Organizational Capacity and Stability: Recipients have the capacity and financial stability to deliver on their mandate and undertake new initiatives that support the objectives of the Program.

Section 3: Funding Amount and Duration

The Program has set aside $18,000,000 in funding for this solicitation.

An applicant may request funding for their project up to a maximum of $300,000 per fiscal year for the duration of the project. All project activities are to be completed by March 31, 2026.

Contribution amounts are based on eligible project activities outlined in the Program Terms and Conditions, and funding required to achieve project objectives, in addition to the following factors:

• The size of the organization, the scope of its mandate and target population;
• The capacity of the organization to deliver on its existing mandate and undertake new initiatives; and
• The financial health of the organization, number of sources of income and the stability of its funding partners.

Please note: Funding will be provided to recipients on a progress basis, whereby funding in the first fiscal year will be less than funding provided in each of the consecutive years of the project.

Section 4: Eligibility

To be eligible for funding, proposed projects must align with the Program's objectives and principles, described above. Applicants must also clearly demonstrate how their funding request meets the following eligibility criteria for recipients and activities.

4.1 Eligible Recipients

The class of eligible recipients are Canadian not-for-profit bodies or national voluntary organizations that provide services in the area of corrections, conditional release and/or community reintegration, and therefore contribute directly to public safety.

Crown Corporations, for profit groups, provinces, territories and individuals are not eligible for funding under the GCP NVO.

4.2 Eligible Activities

The funding provided under the contribution stream can be used to deliver direct support services to individuals with criminal records looking to apply to the Parole Board of Canada for a record suspension (pardon), which can include:

• Determining clients' eligibility for a record suspension (pardon);
• Subsidies for additional documentation costs (e.g., court records, police records, fingerprinting);
• Application completion support;
• Mailing services;
• Internet/computer services;
• Liaising with court, local police or RCMP personnel;
• Creation of communications products related project services; and
• Training, education, or workshops related to accessing the Record Suspension (Pardon) Program.

4.3 Eligible Expenditures

Funds may be used only for expenses directly related to the activities of the project identified in a budget approved by the Department. Eligible expenses are outlined in the Program Terms and Conditions. These include, but are not limited to:

• Salaries and wages for permanent or temporary professional, clerical, technical and administrative services, including contributions to the Canada Employment Insurance Commission, the Canada Pension Plan, the Workers' Compensation Board, the Provincial Pension Plan or other Employee Benefit Plans;
• Professional fees for subject matter experts;
• Services for personnel administration, accounting and bookkeeping, processing lawyers' accounts and audit fees;
• Rent, normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, insurance and taxes, conference room and meeting room rentals, where these expenses are directly related to the project and are not core or ongoing expenses;
• Office equipment and minor capital acquisitions net of disposal (less than $5,000 per acquisition). Best value on rental versus purchase of equipment should be determined and the equipment should be retained throughout the project and only be replaced as required;
• Program supplies and materials (less than $5000 per acquisition);
• Travel and living expenses related to the delivery of the project, including transportation rental costs, vehicle leases and insurance for vehicles, which are deemed reasonable through the detailed budget review and not to exceed the maximum National Joint Council (NJC) guideline amount. Travelers should be reimbursed based on receipts up to the eligible reimbursement amount;
• Transportation, inclusive of rental vehicle costs, non-capital vehicle leases and related insurance, bus tickets, tokens and other participant-related transportation reimbursements;
• Training, learning, and development programs;
• Administrative expenses should be clearly defined and should not exceed 15% of the total contribution provided by the Department for a specific project, if not already included within other line items. If administrative expenses are already included in other line items, then the percentage will be reduced accordingly;
• Honoraria, defined as time-limited remuneration for a volunteer service or participation in project delivery that is consistent with, and essential to the attainment of, the project's objectives. This can include but is not limited to guest speakers and Elder honoraria. Honoraria cannot be provided as an incentive for participation in a project.
• Computer services, library expenses, research costs and collection and analysis of statistics;
• Public awareness and educational activities consistent with the project's objectives;
• Advertising and marketing costs;
• Translation and simultaneous interpretation activities;
• Shipping charges, postage, licenses, and other fees;
• Printing and distribution activities; and
• Hospitality in Indigenous contexts.

Please note: Any expenditure incurred prior to the date an agreement is signed by both the recipient and Public Safety Canada will not be eligible for reimbursement. Additionally, costs incurred in the preparation of this application are not reimbursable.

Section 5: Application and Assessment Process

5.1 Application Process

The application process requires the completion of an application form. To obtain a copy of the application form and list of required documents, or for additional information about this funding opportunity, please visit Grants and Contributions Program to National Voluntary Organizations.

Applicants are to submit their applications via e-mail to: gpnvo-psobn@ps-sp.gc.ca

The Program will acknowledge receipt of applications by e-mail. Please ensure that your e-mail address is included in your application.

Successful applications will be determined based on the results of a competitive review process and budgetary considerations. Funding will be available Spring 2022.

5.2 Application Checklist

A complete application must consist of the following mandatory documents:

• Application Form
• Most recent annual report
• Most recent financial statement prepared in accordance with generally accepted accounting principles and certified by a person duly authorized by the organization.

Public Safety Canada may request additional information such as copies of recent reports, conference proceedings, and other documents produced by the applicant, if required/available.

5.3 Assessment Criteria & Process

Specific assessment criteria is included within each section of the application form. As a general guide, the Program will assess applications with the following criteria:

• Alignment with the Program's objectives and principles;
• Governance structure of organization, such as a Board of Directors;
• Applicant capacity to undertake the proposed project. This includes required infrastructure, organizational capacity, and relevant skills, knowledge, and experience;
• Sources of funding (organization is normally able to secure at least five per cent (5%) of its core funding from sources other than the federal government);
• Organization's proposed engagement in the community is diverse and appropriate;
• Quality, clarity, and completeness of the proposal; and
• Achievability of project plans for implementing, delivering, evaluating and reporting on clear and measurable results.

Additionally, Public Safety Canada will use the following selection criteria to determine whether funding will be contributed:

• How will the project use funding to deliver direct support services to individuals with criminal records looking to apply to the Parole Board of Canada for a record suspension (pardon);
• Demonstrates how project funding will be used for eligible expenditures;
• How will the project contribute to improved and more cost-effective programs or service delivery mechanisms; and
• How will the project support public policy issues of strategic importance (e.g. reintegration).

Priority may be given to proposals that are able to meet the unique needs of distinct groups of people or unique services that would be beneficial in the completion of an application for record suspensions (pardons).

In order to ensure fairness, transparency and merit, Public Safety Canada will undertake three (3) levels of screening:

Level 1: Program review of submitted applications for completeness, meaning all fields in the application form are filled out.

Level 2: Program review of successful level 1 applications to determine if entries in the application form meet the aforementioned criteria.

Level 3: Committee review of successful level 2 applications to rank applications and determine appropriate level of assistance required to attain project objectives.

Public Safety Canada is committed to communicating funding decision within 30 weeks of the recommendations being finalized and approved by Departmental Official(s).

Section 6: Other Considerations

6.1 Official Language Requirements

The Government of Canada is committed to enhancing the vitality of English and French linguistic minority communities in Canada (Francophones living outside the province of Quebec and Anglophones living in the province of Quebec), supporting and assisting their development, and fostering the full recognition and use of both official languages in Canadian society. Projects must be accessible in one or both official languages depending on the reach and audience. For additional information, consult the Official Languages Act.

6.2 Gender-based Analysis Requirements

The Government of Canada is committed to Gender-based Analysis Plus (GBA+). GBA+ incorporates consideration of gender as well as other identity factors such as age, education, language, geography, culture and income in the development of policies and programs. Applicants must incorporate these considerations into their submission. Click here for more information on GBA+.

6.3 Research Ethics Approval

All projects that involve an intervention research component involving humans must be approved by a research ethics board that adheres to the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans. In addition, project leads should consult the Tri-Council Policy Statement website before the research portion of the project begins. Research is defined as an activity designed to test a hypothesis or answer a specific research question, permit conclusions to be drawn, and extend knowledge through the use of scientific methods and standardized protocols, systematic collection or analysis of data, or other types of inquiry.

6.4 Intellectual Property

Successful applicants in this solicitation will retain ownership of any intellectual property they create in carrying out this project. Upon signing a funding agreement, successful applicants will grant the Minister a royalty-free, permanent and non-exclusive license to use, produce, reproduce, distribute, translate, publish or perform, in any way, any intellectual property created by the applicant in carrying out the project or an adaptation, in any language, for any governmental non-commercial purpose.

6.5 Evaluation

Public Safety Canada funding programs are evaluated on a five (5) year cycle to report results back to Ministers and to Canadians. For the purposes of this project cycle, the Program will be evaluated at the end date of the project, March 31, 2026. Projects funded under this solicitation will be captured in this program evaluation on their ability to achieve results and to further the overall objectives of the program. There will be no project specific information or results shared publically as all published program evaluations report on the overall statistics of all funded projects under the Program.

6.6 Monitoring

During the funding cycle, recipients will be required to submit copies of any reports or project reports outlining the activities completed for the period, and to provide an activities report, a cashflow statement on the previous year's accomplishments, certified financial statements, and current years' budget. Audited financial statements and next years' budget may additionally be required. The recipient may also be required to provide additional supporting documentation (e.g., receipts, purchase orders, materials or products produced).

The recipient must include an update for their monitoring plan, regular reporting, evaluation and dissemination of the final results of the initiative and/or research project or evaluation conducted.

Section 7: Contact Us

For additional information about this funding opportunity, please visit Grants and Contributions Program to National Voluntary Organizations or contact gpnvo-psobn@ps-sp.gc.ca.

Public Safety Canada reserves the right to:

• Reject any submission received in response to this invitation;
• Accept any submission in whole or in part; and
• Cancel and/or re-issue this invitation at any time.

Section 8: Glossary of Terms

8.1 Terms

Activities

Tasks performed within the framework of a project to accomplish the stated objectives.

Applicant

A person, organization or association that submits a proposal for funding consideration.

Canadian not-for profits

Not-for-profit organizations are associations, clubs, or societies that are not charities and are organized and operated exclusively for social welfare, civic improvement, pleasure, recreation, or any other purpose except profit.

Contribution Agreement

An agreement signed between Public Safety Canada and a recipient that allows for the funding of an approved project. This is a legal document and contains all of the terms and conditions for funding.

Contribution Program to National Voluntary Organizations

Contributions provide funding for NVOs to create or expand application support services for individuals with criminal records looking to apply for a record suspension (pardon).

Generally Accepted Accounting Principles

A set of rules, standards, and principles that public companies must follow when making financial statements.

In-Kind Contribution

A non-cash donation of labour, facilities, or equipment towards the project that can be given a cash value and that is obtained from sources other than the GCP to NVOs.

Marginalized Communities

Groups and communities that experience discrimination and exclusion (social, political and economic) because of unequal power relationships across economic, political, racial, social and cultural dimensions.

Record Suspensions (Pardons)

The term Pardon and Record Suspension are synonymous.

A record suspension allows people who were convicted of a criminal offence, but have completed their sentence and demonstrated that they are law-abiding citizens for a prescribed number of years, to have their criminal record kept separate and apart from other criminal records.

A record suspension removes a person's criminal record from the Canadian Police Information Centre (CPIC) database. This means that a search of CPIC will not show that the individual has a criminal record or a record suspension. This helps them access employment and educational opportunities and to reintegrate into society.

Reintegration

The action or process of integrating someone back into society.

Third-Party Pardon Companies

The Parole Board of Canada does not endorse any third-party companies that prepare record suspension (pardons) applications on behalf of an applicant.

8.2 Additional Resources

Speech from the Throne September 2020

Minister of Public Safety and Emergency Preparedness Mandate Letter December 13, 2019

Parole Board of Canada

Values and Ethics Code for the Public Service

Conflict of Interest Act (S.C. 2006, c.9)

Parliament of Canada Act (R.S., 1985, c.P-1.01)

Lobbying Act

Public Safety Canada

Grants and Contributions Program to National Voluntary Organizations

Terms and Conditions - Grants and Contributions Program to National Voluntary Organizations

Date modified:

2022-02-03