Canadian Relations Support Program

Objectives

The general objective of the Canadian Relations Support Program (Programme d'appui aux relations canadiennes, PARC) is to increase knowledge and understanding of Québec elsewhere in Canada by supporting the development of ties between Quebecers and other Canadians in civil society.

Its specific objectives are to:

• Promote dialogue between Québec's civil society and that of the other provinces and territories
• Support exchanges and transfers of expertise between Québec and the other provinces and territories
• Encourage joint projects between organizations in Québec and organizations in the other provinces and territories
• Enhance the presence of Québec organizations within Canada

To achieve this, the PARC financially supports bilateral, multilateral and pan-Canadian projects for civil society exchanges between Québec and the other provinces and territories. To achieve the PARC's objectives, these projects must contribute to:

• better knowledge and understanding of Québec and the other provinces and territories, and of their similarities and specificities
• increased collaboration between the civil societies of Québec and those of elsewhere in Canada
• sharing Québec's expertise and points of view.

Program tiers

The Secrétariat du Québec aux relations canadiennes (SQRC) administers the PARC, which is divided into two tiers:

• Tier 1: Expertise Exchange
  Tier 2: Canadian Networks

Tier 1: Expertise Exchange provides support primarily for exchanges between experts from Québec and from elsewhere in Canada. These should take place at specifically arranged activities held in Canada, including in Québec, that contribute to the transfer of expertise between Québec and the other provinces and territories, and to the dissemination of expertise from Québec.

This tier targets two types of projects:

• Participation by Québec experts in symposiums, conferences, forums and workshops in Canada, including in Québec
• Projects for sharing expertise among peers involving a transfer of innovative practices from Québec to the other provinces and territories

For the purposes of the PARC, an expert is a person with peer-recognized theoretical or practical knowledge in a specific field. An expert may work in the educational, professional, economic or community sector.

Tier 2: Canadian Networks primarily supports the holding of activities enabling organizations from Québec to create or join pan-Canadian networks, thus fostering exchanges between Quebecers and other Canadians. These projects should enable organizations from Québec to play an active role in these networks. These projects may involve:

• Creating or strengthening pan-Canadian structures or networks for cooperation and exchange
• Organizing forums, conferences, debates, workshops and summer schools to enable Quebecers and Canadians to discuss economic, political, social and cultural issues.

Projects funded under Tier 2 must include a partnership between at least one Québec organization and at least one organization located in another Canadian province or territory.

Project duration

Projects must be completed within twelve months from the project start date indicated by the applicant, unless otherwise authorized by the SQRC.

In no case will financial support for a project be renewed automatically. Following approval of the final report, a new application may be submitted if further support is sought.

Eligible applicants

The following are eligible as applicants or co-applicants: duly registered Canadian organizations whose head office is located in Québec, or in another province or territory, namely:

• Non-profit organizations
• Educational institutions
• Research institutions
• Non-profit cooperatives

When submitting a project to the PARC, each applicant must undertake to conduct activities leading to achievement of the program's objectives. The applicant must also provide supporting documents confirming their non-profit status.

The following are not eligible:

• Departments and bodies of the Government of Québec and of other governments within Canada
• Authorized or registered political parties, or authorities recognized by the election authorities
• Political education organizations
• For-profit organizations and businesses
• Individuals
• Organizations listed in the register of enterprises ineligible for public contracts
• Organizations that, in the preceding two years, have failed to comply with the conditions governing the allocation of financial assistance by the SQRC
• Organizations that are involved as an applicant or co-applicant in a project currently funded by PARC, and that have not yet submitted a final report found by the SQRC to be consistent with the requirements
• Applicants that have not met the accountability requirements for grants awarded by the SQRC
• Organizations that have failed to meet their obligations after having received a formal notice in connection with the granting of previous financial assistance by a Québec government department or agency
• Organizations that do not meet the high standards of integrity that the public has a right to expect from a recipient of financial assistance paid from public funds

Applicants in, or subject to, proceedings for bankruptcy, liquidation or judicial settlement are excluded from participation in the PARC.

These conditions apply to both the main applicant and the co-applicant(s).

Eligible projects

Eligible projects are those meeting the objectives of the program and which are consistent with the guidelines and priorities set out by the Secretariat.

To be eligible, a project must:

• Demonstrate that it meets the program's objectives
• Meet the conditions of the program

Projects are not eligible if they:

• Are exclusively limited to a one-way artistic performance, in the context of a festival or any other professional dissemination
• Consist mainly of hiring a consulting firm or purchasing services
• Are already supported by another SQRC program
• Contribute only marginally to the objectives of the program
• Are religious or political in character, or are associated with a campaign

University research activities focusing on the fields of intergovernmental relations or on Québec and Canadian Francophonie studies must apply instead to the SQRC's Research Support Program (PAR).

Projects for activities with the following specific aims must apply instead to the SQRC's Programme d'appui à la francophonie canadienne (PAFC):

• Supporting the development of Francophone or Acadian communities in Canada
• Promoting and encouraging the use of French in Canada
• Strengthening the ties between Quebecers and Canadian Francophones and Francophiles
• Strengthening the sense of belonging to an inclusive pan-Canadian Francophone community

Submission of applications

For Tier 1: Expertise Exchange, projects may be submitted at any time.

Tier 2 is currently closed.

Unless otherwise stated, any project submitted between January and March in a given year will receive a decision in the following fiscal year (beginning April 1^st of the same calendar year).

Applications must be submitted using the Grant application form. This form, accompanied by the budget worksheet, should be emailed to : programme.relations-canadiennes@mce.gouv.qc.ca.

Processing time

The SQRC aims to respond to all complete applications (applications which meet all required conditions and including your co-applicant's signature, if applicable) submitted to the PARC within 60 working days (approximately three months).

Accordingly, applications should be filed and completed at least three calendar months before the project's start date. Applications that are not submitted in a reasonably timely manner may be rejected.

Description of the projects

Projects must be described in detail using the forms.

Tier 1 – Expertise Exchange

The project description must include the following:

• A detailed description of the planned activities
• A detailed description of the objectives and expected outcomes of Québec's involvement in the activity or expertise transfer project, in relation to the objectives of the program
• Proof of the participation of experts from Québec and other parts of Canada in the activity or expertise transfer project
• The curriculum vitae of the Québec expert(s), including their job functions, job title, experience, and conference/publication record, as applicable
• A detailed description of Québec's involvement in the activity or project aiming to transfer its expertise outside Québec
• A detailed and balanced budget presenting the planned expenditures for the project and the schedule of disbursements
• The financial structure of the project and the sources of funding
• A communications plan showing how the planned communication activities contribute to the objectives of the program and a description of the visibility offered to the SQRC
• Full contact information for all applicants and for the organizations associated with the project, including mailing addresses, email addresses and websites, if applicable
• The original or electronic signature of the head of the applicant organization(s), attesting to the accuracy of the information provided and authorizing, where applicable, the Québec government or its agents to conduct an accounting audit covering the use of the funding

Tier 2 – Canadian Networks

The project description must include the following:

• Proof that the project is supported by at least one organization from Québec and at least one organization from another Canadian province or territory
• A detailed description of the planned activities
• A description of the respective roles and mandates of the applicant and co-applicant(s) carrying out the project (applicants and co-applicants must each make an active contribution to the project)
• A detailed description of the expected outcomes, in relation to the objectives of the program
• A description of the applicants' and co-applicants' experience in carrying out this type of project and, if applicable, of previous collaborations between the applicants
• A detailed and balanced budget presenting the planned expenditures for the project and the schedule of disbursements
• The financial structure of the project and the sources of funding
• The original or electronic signature of the heads of the applicant and co-applicant organizations, attesting to the accuracy of the information provided and authorizing, where applicable, the Québec government or its agents to conduct an accounting audit covering the use of the funding
• A communications plan showing how the planned communication activities contribute to the objectives of the program and a description of the visibility offered to the SQRC
• Full contact information for all applicants and for the organizations associated with the project, including mailing addresses, email addresses and websites, if applicable

You must also submit a final report found by the SQRC to be consistent with the requirements for any previous projects financed by the program.

Evaluation criteria

The SQRC is responsible for evaluating projects and may call on outside expertise as required. In addition, the SQRC may seek an opinion from Québec's representative offices in the rest of Canada or other Québec government departments.

Tier 1 – Expertise Exchange

Projects are assessed on the basis of the following criteria:

• Relevance of the project
• Compatibility between the objectives of the project and the program objectives
• Strong justification for the participation of the Québec expert or the transfer of Québec expertise
• Extent and quality of the participation of the Québec expert or the transfer of Québec expertise
• Structural aspect
• Impact elsewhere in Canada
• Emergence of new possibilities for cooperation
• Number and diversity of participants
• Benefits in Québec or communities elsewhere in Canada
• Strength of application
• Applicant's ability to complete the project
• Organization stability
• Strong financial capacity
• Staff with the expertise needed to effectively manage and implement the project
• Organizations' experience in completing similar projects
• Organizations' history of working together
• Realism of the budget (whether the expenditures are realistic, reasonable and consistent with planned activities)
• Realism of the planned schedule for the activity
• Diversity of other funding obtained

Tier 2 – Canadian Networks

Projects are assessed on the basis of the following criteria:

• Relevance of the project
• Compatibility between the objectives of the project and the program objectives
• Compatibility between the project and the themes identified
• Importance of the context or issues justifying the need for the project
• Structural aspect
• Project's visibility and influence
• Number and diversity of participants
• Quality of the joint participation by organizations from Québec and elsewhere in Canada
• Quality and relevance of the partnership or cooperation
• Emergence of new partnerships or cooperation
• Complementary nature of the expertise offered by the teams from Québec and those from elsewhere in Canada
• Visibility of Québec's contribution
• Benefits for Québec and communities elsewhere in Canada
• Strength of application
• Organizations' ability to complete the project
• Organizations' stability
• Strong financial capacity
• Staff with the expertise needed to effectively manage and implement the project
• Organizations' experience completing similar projects
• Organizers' history of working together
• Realism of the budget (whether the expenditures are realistic, reasonable and consistent with planned activities)
• Realism of the planned schedule for the activity
• Diversity of other funding obtained

Financial assistance

Eligible expenses

The grant can only be used to reimburse eligible expenses incurred as part of the project's activities. It must not be used for profit-making purposes or to obtain a financial benefit for the applicant or co-applicant(s).

Tier 1 – Expertise Exchange

Only the following expenses are eligible::

• Accommodation expenses for participants actively involved in the project, whether the activity takes place in Québec or elsewhere in Canada, based on the applicable Québec government rates
• Meal expenses for participants actively involved in the project, based on the applicable Québec government rates
• Reasonable expenses for travel within Canada for participants actively involved in the project (only travel to or from Québec or travel within Québec are eligible)
• Local transportation costs (for example, public transit, taxis) for participants actively involved in organizing the project
• The cost of offsetting carbon emissions (carbon credits) from eligible travel
• Expenses incurred for simultaneous interpretation, where justified
• Salaries and fees of the people assigned to carry out the project, whether they are regular employees or contract workers. The number of hours and the hourly rate for each employee, as well as the cost of benefits, must be specified in the application. The SQRC reserves the right to request supporting documents
• Expenses incurred for the translation or production of materials and supporting documents for the activity, where justified (however, expenses incurred for the translation of scientific articles produced by a Québec expert are not eligible)
• Registration costs for the activity for persons directly involved in organizing the project, where justified
• Expenses incurred for activity logistics (for example, rental of materials, equipment or premises), including expenses for virtual activities, where justified
• Expenses for communication and promotion activities related to the activity, up to a maximum of 10% of the total eligible expenses
• Administration expenses, up to a maximum of 10% of the total eligible expenses
• Accounting audit expenses, when required

Tier 2 – Canadian Networks

Only the following expenses are eligible:

• Accommodation expenses for participants actively involved in the project, whether the activity takes place in Québec or elsewhere in Canada, based on the applicable Québec government rates
• Meal expenses for participants actively involved in the project, based on the applicable Québec government rates
• Reasonable expenses for travel within Québec and the rest of Canada for participants actively involved in the project, reimbursed at the rate of 50%
• Local transportation costs (for example, public transit, taxis) for participants actively involved in organizing the project, reimbursed at the rate of 50%
• The cost of offsetting carbon emissions (carbon credits) from eligible travel
• Expenses incurred for simultaneous interpretation, where justified
• Salaries and fees of the people assigned to carry out the project, whether they are regular employees or contract workers. The number of hours and the hourly rate for each employee, as well as the cost of benefits, must be specified in the application. The SQRC reserves the right to request supporting documents
• Expenses incurred for the translation or production of materials and supporting documents for the activity, where justified
• Registration costs for the activity for persons directly involved in organizing the activity, where justified
• Catering costs (food and non-alcoholic drinks)
• Expenses incurred for activity logistics (rental of materials, equipment or premises), including expenses for virtual activities, where justified
• Expenses for communication and promotion activities directly related to the activity, up to a maximum of 10% of the total eligible expenses
• Administration expenses, up to a maximum of 10% of the total eligible expenses
• Accounting audit expenses, when required

Non-eligible expenses

Non-eligible expenses for both tiers include:

• Rent
• Capital expenditure and the purchase of movable property
• Expenses for travel and accommodation outside Canada
• Expenses for a cocktail hour or reception
• Catering costs (non eligible in Tier 1)
• The organizations' current operating expenses, with the exception of fees and salaries of regular employees directly assigned to carrying out the project
• Fees for professional artistic performances
• Travel expenses for trips in first class or business class
• Financial assistance to a third party (subsidies, bursaries or programs aiming to provide grants to other beneficiaries)
• Expenses incurred prior to submitting the application or to the beginning date for eligibility of expenses identified in the call for projects, as applicable
• Any other expense that would normally have been covered by the organization in the ordinary course of business.

Amount of the grant

The amount of the grant is established based on the results of the evaluation of the application and the funding available under the program.

The grant cannot exceed 80% of the project's eligible expenses.

The maximum amount granted by the SQRC varies by program tier:

• Tier 1: Expertise Exchange: $10,000.
• Tier 2: Canadian Networks: $50,000.

A project's eligibility for the program does not guarantee that the applicants will receive any funding and creates no obligation on the part of the SQRC. Payments are always conditional on the availability of funding or approval of appropriate and sufficient appropriations by the National Assembly of Québec.

Cumulative grants of public funding

In order for an organization that has received a PARC grant in the past to regain eligibility for the program, it must submit a final report for the previously funded project that the SQRC deems consistent with its requirements. Only one application for the program may be filed at a time.

A project funded by the PARC cannot be funded by other SQRC programs, but may be funded by other government programs.

The combined total of public grants cannot exceed 80% of eligible expenses. The grant awarded under the program may therefore be adjusted in accordance with this rule. For the purposes of this cumulative grant rule, other government sources are:

• The federal government (including government agencies and Crown corporations)
• Municipal bodies located in Québec
• Other Government of Québec departments, agencies and Crown corporations

Terms of payment

A financial contribution equal to or less than $5,000 is provided to the applicant in a single payment, after approval of the final report of the project by the SQRC.

A financial contribution greater than $5,000 is provided in two payments:

• 80% of the grant is paid after confirmation of project approval by the SQRC
• 20% is paid at the end of the project, after approval of the final report

Upon analysis of the final report, the final amount of the grant may be adjusted based on the analysis of eligibility of the final expenses and of the cumulative grant rules.

Cost overruns for the approved activities or projects will not incur additional financial support.

Reimbursement

The recipient of the grant will be required to reimburse:

• Any unused portion of the grant
• Any portion of the grant, or the entire grant, that was not used for specifically authorized purposes
• Some or all of the grant, if the project did not respect the conditions of the grant
• Some or all of the grant, if the project was cancelled or substantially changed without prior authorization from the SQRC or if the amount was not used for specifically authorized purposes
• An amount equivalent to any surplus resulting from eligible expenses being lower than initially forecast (see Amount of the grant). If the 80% threshold for eligible expenses is exceeded, the final grant will be adjusted, by either reimbursing the surplus amount or reducing the amount of the final payment due from the SQRC
• An amount equivalent to any surplus that results if the combined government grants, during the period covered by the financial assistance, exceed the maximum cumulative rate allowed, which is 80% of eligible expenses. In such cases, the final grant will be adjusted by either reimbursing the surplus amount or reducing the amount of the final payment due from the SQRC

Visibility

For all projects supported by the SQRC, all documents, activities and communication products related to the project must include an acknowledgement of the Québec government's contribution with a prominence commensurate to the level of support provided.

Applicant's commitment

Applicants receiving a grant commit to carry out the project as described on the financial support application form.

Each beneficiary must make a formal commitment to carry out the project as agreed and to accept the grant and its terms.

Changes to the project

The project must be carried out as approved. Any substantial change to the project must have the prior approval of the SQRC. Failure to obtain this prior approval may result in cancellation of the grant and its reimbursement to the SQRC.

Accountability

Final report

A final report must be filed with the SQRC within three months of the project's end date, as identified in the application. It must include the following:

• A report on the main activities carried out during the project
• A description of the extent of Québec participation in the project (names, number and origin of participants) and all elements relevant for assessing its influence (audience, media impact, publications, etc.)
• A description of the outcomes obtained with regard to the initial project objectives and the objectives of the program
• All information necessary for assessing the project's results, including the information necessary to measure the results using the indicators established
• A description of the visibility given to the Québec government's contribution
• A detailed financial statement for the project indicating how the assistance granted by the SQRC was used
• The original or electronic signature of the head of each applicant organization.

The forms provided for this purpose must be used to generate the final report.

Once the final report has been analyzed and found by the SQRC to be consistent with the requirements, a payment will be made according to the terms set out in the "Terms of payment" section.

Financial statements and supporting documents

The SQRC reserves the right to demand supporting documents at any time, which may include:

• Invoices and receipts
• Account statements or audited financial statements for any organization to which it provides financial support
• Accounts of its partner organizations and related organizations

Sustainable development

The Secrétariat du Québec aux relations canadiennes encourages applicants to follow best practices for sustainable development in their projects.

Contact information

The application form for financial support must be sent to: programme.relations-canadiennes@mce.gouv.qc.ca.

Forms and documents

PARC Administrative Framework (In French only, PDF, 341 ko)

Grant application

• Form (In French only, Word, 83 ko)
• Budget worksheet (Excel, 77 ko)
• Drafting guide (In French only, PDF, 241 ko)

Production of the final report

• Form (In French only, Word, 74 ko)
• Statement of revenue and expenditures (In French only, Excel, 71 ko) 
• Drafting guide (In French only, PDF, 236 ko)

Other documents

• Table of accommodation expenses (In French only, PDF, 80 ko)
• Table of meal expenses (In French only, PDF, 79 ko)
• Visibility guide (In French only, PDF, 45 ko)

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