DEPARTMENT OF JUSTICE CANADA ABORIGINAL JUSTICE STRATEGY 2008-2009

INTRODUCTION

The Department of Justice Canada (DOJ), in collaboration with its provincial and territorial partners, has prepared this Guide for Applicants to provide information on how to apply for funding under the Aboriginal Justice Strategy (AJS) for the 2008-2009 year and to outline the process to select projects for funding.

The purpose of this guide is to assist organizations in the preparation of a proposal and the submission of an application. Proposals must meet the requirements set out in this guide to be considered for funding under the AJS by the DOJ and provincial/territorial funding partners.

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BACKGROUND

Aboriginal Justice Strategy

The Aboriginal Justice Strategy (AJS) is a response to the well documented fact that Aboriginal Canadians are over-represented in the justice system both as victims and offenders.

Overall objectives include:

• To help reduce crime and incarceration rates in Aboriginal communities with community-based justice programs;
• To increase the involvement of Aboriginal communities in the local administration of justice;
• To provide better and more timely information about community justice  programs funded by AJS; and
• To reflect and include Aboriginal values within the justice system.

The AJS is a cost-shared program with provincial and territorial governments in each jurisdiction across Canada. This application process is for Community-Based Justice Programs only and cannot be used for any other federal, provincial or territorial programs.Please read the description of the program below.

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Community-Based Justice Programs

This fund is used to develop community-based justice programs in partnership with Aboriginal communities and provinces or territories.

Programs are cost-shared and designed to reflect the culture and values of the communities in which they are situated. There are four program models that Aboriginal communities can develop and operate under the Aboriginal Justice Strategy:

• Diversion/alternative measures;
• Community sentencing;
• Mediation; and
• Court/Community Justice Programs.

Key factors that guide funding of community-based justice programs include:

• Financial commitment from the province or territory;
• Whether the goals/objectives of the proposal can be attained;
• Whether the proposal meets the overall objectives of the fund;
• How the proposal is linked to other programs and services in the community;
• Whether the costs reflect the specific circumstances of the community (i.e. remoteness);
• Inclusion of an accountability/evaluation plan;
• Whether the proposal is distinct from the ongoing implementation of a governance agreement; and
• Long-term sustainability

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AVAILABLE FUNDING

Programs supported under the AJS will receive contribution funding. Federal funding for this program is limited to a maximum of $500,000 per fiscal year, per program, subject to cost-sharing arrangements with the host province/territory.

Eligible Applicants

Any of the following may be eligible for contribution funding under the Community-Based Programs component of the Fund:

• bands, First Nations, Tribal Councils, local, regional and national Aboriginal organizations;
• agencies and institutions of regional/municipal governments;
• non-profit community organizations, societies, and associations which have voluntarily associated themselves for a non-profit purpose; and
• provincial and territorial governments (in the case of flow-through agreements).

Eligible Expenses

Funds may be used only for expenses directly related to the activities of the project identified in either the original budgetary submission or a subsequent budget approved by the DOJ. When required, the project sponsor must budget for audits of financial statements.

Eligible expenses include expenditures such as:

1. Salaries and wage for permanent or temporary professional, clerical, technical, and administrative services including contributions to the Unemployment Insurance Commission, the Canada Pension Plan, the Workers' Compensation Board, the Provincial Pension Plan or other Employee Benefit Plans;
2. Honoraria;
3. Liability insurance;
4. Services for personnel administration, accounting and bookkeeping, processing lawyers' accounts and audit fees;
5. Rent, normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, and taxes;
6. Office equipment and minor capital acquisitions net of disposal (Less than $5,000 per acquisition);
7. Insurance on buildings, equipment and materials and fidelity bonds;
8. Supplies and materials, shipping charges, stationery, postage, printing, licenses and other fees;
9. Culturally appropriate expenditures including, but not limited to, gifts, community feasts, and ceremonial meals;
10. Travel and living expenses related to AJS projects;
11. Training;
12. Computer services, library expenses, research costs and collection and analysis of statistics;
13. Advertising the availability of AJS project services;
14. Continuing legal education, training and professional development for staff; and
15. Any other categories of administrative expenses that are agreed to by the parties.

 Ineligible Expenses

The following expenses are ineligible:

1. Costs or debts incurred prior to the effective date of the agreement unless agreed to by the parties ; and
2. Capital costs such as buildings, land, vehicles and most other major capital costs (more than $5,000 per acquisition).

* Administrative costs should be limited to no more than 20% of the total project cost.

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ELEMENTS OF AN APPLICATION PACKAGE

An application package must be completed and signed by an authorized representative of the organization. In order to be considered in the assessment and recommendation process, submitted application packages must include the following documents:

• Proposed Work Plan
• Proposed Cash Flow
• Proposed Budget

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New Applicants: Detailed Program Proposal

Work Plan Proposal

Applicants must demonstrate in the proposed work plan how the application supports the overall objectives of the fund and the specific objectives of the Community-Based Justice Program. Please consult Annex A for a sample work plan.

Cash Flow Proposal

Applicants must also complete a Cash Flow Forecast form and submit it with the Application Package. Please consult Annex B for a sample cash flow.

Budget Proposal

Applicants should note that funding levels are dependent upon number of successful applicants, ability of provinces/territories to jointly fund programs and annual funding levels. Funding for Community-Based Justice Programs is provided by the Government of Canada’s (DOJ’s) AJS on an annual basis and is subject to the appropriation of funds by the Parliament of Canada. Successful applicants should be advised that the budget proposal will be negotiated with the DOJ and the appropriate provincial/territorial jurisdiction.

Please include funds from other sources (including in-kind contributions) when completing the attached Budget Proposal worksheet. The costs contained within the budget proposal must be reasonable, given the circumstances of the community. Consideration should be given to the program’s objectives, the number of cases handled, community’s location and similar services in nearby non-Aboriginal communities.

A sample budget format is pictured below:

Budget Item	Amount Requested from DOJ	Contributions from Other Sources	Budget Totals

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DETAILED PROGRAM PROPOSAL

This section describes all the elements that need to be included in your application. You are encouraged to follow this sequence as it will assist departmental staff in assessing your proposal in a more timely fashion. Also, please make sure that the information you provide is complete. Missing information will delay the processing of your application.

Background on the organization

Applicants, please provide the following information:

1. The full name of the organization along with any abbreviations frequently used.
2. A copy of the certificate and articles of incorporation or letters patent.
3. Your organization's mission statement.
4. Date your organization was established.
5. Background on the programs and services your organization provides.
6. The geographic area your organization serves.
7. An indication of the kinds of client groups your organization is intended to serve as well as a list of the groups, organizations, or government bodies that actually use your services.
8. Evidence of your projects’ and your organization's community support, partnership and other linkages. Please include supporting documentation such as endorsements or letters of agreement or support if they are available.
9. Information on previous and current funding received from the DOJ Canada including dates, amounts and results achieved, where possible.

Description of the Proposed Program

In this section provide a detailed description of your program. You must include the following information:

1. Name of the proposed program
2. Program summary: The project summary provides a brief explanation of what the project is. It should describe the activities, who will be affected by these activities and why you want to undertake the project (i.e. what do you want to change).
3. Program staff: Identify each staff member, including roles and responsibilities, and include contact information.
4. Project timeframe (start and completion dates): Be sure that the program falls within the 2008-2009 fiscal year (April 1, 2008 – March 31, 2009).
5. Description of the issue or needs your program would address: Departmental staff will consider the kind of background research you have done to prepare for your program. In developing this section, clearly define the need for your project using relevant and reliable data (e.g. recent reports and statistics) and describe how your program will help respond to the issue or needs you have identified. Include an outline of the environment and factors (e.g. demographic, geographic, socio-economic, political, technological, legal, etc.) that point to the need for your proposed program.
6. Program objectives: These must be results-based and should identify what you expect to achieve by the end of the program. Please include the Program Objectives in the Proposed Work Plan.
7. Reach of the program: Identify the priority groups or the specific social or community groups (e.g. victims, young offenders, Aboriginal Elders) for whom the program is targeted. Reach also includes those stakeholders involved in different aspects of a project such as planning, developing, implementing, or communicating results. Typically this might include the Department of Justice Canada, other departments, municipalities, provincial/territorial government, private sector, justice practitioners, and other communities.
8. Anticipated results and indicators of success: Results are the changes a program hopes to achieve. They are the reason why you are doing your program. Results focus on what the program makes happen rather than what it does (i.e. the intended results of the project, not the process of achieving them).
9. Program linkages and partnerships: The Department of Justice Canada will always consider the number and types of partnerships that will be established as a result of a potential program. You must identify and describe the type and degree of community and/or provincial-territorial support and involvement in the program, including funding partners.

Program Deliverables (Outputs)

The products, goods or services you expect to produce or deliver as part of your program must be clearly stated. Often these deliverables take the form of reports, training sessions, manuals or publications.

Communication Plan

An effective communication/dissemination plan has two or three clear objectives that link to the project objectives. It identifies the priority groups and others that will be reached and indicates the methods of communications that will be used to reach them.

Evaluation Plan

Your proposal must include an evaluation framework. Evaluation is an essential part of program planning. It helps you connect your objectives to your achievements; shows what worked well and helps you understand what did not work so well. As you develop your proposal, plan the information you will need to collect throughout the project to measure results. You must think about questions like:

• Who will be responsible for monitoring? For evaluation?
• What is the timetable for monitoring and evaluation?
• What reporting arrangements do you have with your partners?
• How will you identify success and risk factors?

Short-term program (1 year or less) evaluation tends to focus on process and implementation questions, since attitudinal and behavioural change is usually a longer-term process.

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SUBMITTING AN APPLICATION PACKAGE

Applicants must submit two (2) paper copies of their completed application package (including the original signed documents and one (1) additional paper copy) and one electronic version of the work plan proposal, proposed cash flow and proposed budget. Please do not fax or email proposals, as they will not be accepted.

To be eligible for funding, all applicants must provide all of the requested documents listed in the previous section, “Elements of an Application Package”.

Application Packages should be sent to the DOJ, care of the Regional Coordinator of the Province or Territory where the proposed activity will take place. Please consult the list of Regional Coordinators below.

Province / Territory	Address	Phone
Alberta	123 2 nd Avenue South 10th Floor Saskatoon , SK S7K 7E6	(306) 975-6026
British Columbia	900 – 840 Howe St. Vancouver , BC V6Z 2S9	(604) 666-6009
Manitoba	100 Metcalfe St . 7th Floor, Room 714 Ottawa , ON K1A 0H8	(613) 946-6900
Newfoundland and Labrador	100 Metcalfe St . 7th Floor, Room 726 Ottawa , ON K1A 0H8	(613) 941-2974
New Brunswick	100 Metcalfe St . 7th Floor, Room 726 Ottawa , ON K1A 0H8	(613) 941-2974
Northwest Territories	3162-3rd Avenue Whitehorse, YK Y1A 1G3	(867) 393-7963
Nova Scotia	100 Metcalfe St . 7th Floor, Room 726 Ottawa , ON K1A 0H8	(613) 941-2974
Nunavut	3162-3rd Avenue Whitehorse, YK Y1A 1G3	(867) 393-7963
Ontario	100 Metcalfe St . 7th Floor, Room 714 Ottawa , ON K1A 0H8	(613) 941-6900
Prince Edward Island	100 Metcalfe St . 7th Floor, Room 726 Ottawa , ON K1A 0H8	(613) 941-2974
Quebec	100 Metcalfe St . 7th Floor, Room 726 Ottawa , ONK1A 0H8	(613) 941-2974
Saskatchewan	123 2nd Avenue South 10th Floor Saskatoon , SK S7K 7E6	(306) 975-6026
Yukon	3162-3rd Avenue Whitehorse , YK Y1A 1G3	(867) 393-7963

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APPLICATION ASSESSMENT AND APPROVAL

Unless a similar process already exists in jurisdictions, application packages can be submitted to both the DOJ and the appropriate province/territory. For those received by the DOJ, the applications will first be screened by DOJ to determine if the application is complete. Complete applications that meet AJS program criteria will then be reviewed jointly by AJD staff and provincial/territorial counterparts. Applications will be assessed on the ability to address specific issues unique to each jurisdiction.

Since funding is limited, it is possible that not all eligible participants will receive funding.

In recommending proposals for funding, the DOJ and provincial/territorial assessment committees will take into consideration the following elements, as applicable:

• Geographical considerations: achieve balance between over- or under-served areas
• Support from First Nations’ communities and Justice stakeholders
• Demonstrable need in the communities for AJS programming
• Organizational capacity (i.e. capacity to deliver program in target communities, demonstrable success in past projects, previous experience working with client group)
• No overlap with other programs

A letter will be sent to acknowledge receipt of application packages. Following the assessment process, a letter will be sent to notify applicants of the results. The assessment process will be concluded within 10 business days after the proposal is received, where regional specific processes permit. If the application is successful, an official from AJD and/or the provincial/territorial representative will be in contact to negotiate the terms and conditions of the contribution agreement.

NAME OF PROJECT
2008 – 2009 WORKPLAN PDF PDF?

ANNEX A

Objective One:

Activity	Task & Resources (How, by whom, etc)	Time Frames	What did you achieve (activities report)?

													ANNEX B
CASHFLOW 2008-2009
FOR ORGANIZATION NAME
Line Item	2008-09	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec	Jan	Feb	Mar
	Budget
Total	0	0	0	0	0	0	0	0	0	0	0	0	0