Secrétariat du Québec aux relations canadiennes - Gouvernement du Québec.
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Canadian Relations Support Program

Objectives

The Program is designed to support the development of bilateral, multilateral or pan-Canadian projects 1 between civil society in Québec and civil society in the other provinces and territories that help:

  • increase knowledge and understanding of Québec and the other provinces and territories and of their similarities and specificities;
  • increase opportunities for dialogue and discussion between communities in Québec and elsewhere in Canada;
  • share Québec's expertise and points of view.

More specifically, the Program aims to

  • promote citizen dialogue between Québec and the other provinces and territories;
  • support exchanges and transfers of expertise between Québec and the other provinces and territories;
  • support the implementation of joint projects between organizations in Québec and in the other provinces and territories.

The Program is administered by the SQRC and has two components:

Component 1: Expertise exchange

Component 2: Citizen dialogue

Component 1: Expertise exchange provides support primarily for exchanges between experts from Québec and from elsewhere in Canada at activities held in Canada, including Québec, that contribute to the transfer of expertise between Québec and the other provinces and territories and the dissemination of Québec expertise.

This component targets two types of projects:

  • participation by Québec experts in symposiums, conferences, forums, and workshops in Canada, including Québec;
  • expertise sharing projects involving a transfer of innovative practices from Québec to the other provinces and territories.

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

Component 2: Citizen dialogue provides support primarily for the organization of activities to promote exchanges between citizens in Québec and elsewhere in Canada. A project may involve

  • the organization of a summer school, forum, conference, debate or workshop to help stimulate discussions about the Canada of today and tomorrow;
  • the creation of pan-Canadian structures or networks for cooperation and exchange.

Call for Projects 2018-2019 – component “Citizen dialogue”

Projects must be submitted by September 16, 2018

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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. Every application for the renewal of financial support must be submitted as a new application and include a report covering the elements required and the reason justifying the renewal.

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Eligible applicants

Recognized Canadian organizations, in Québec or the other provinces and territories (non-profit associations, establishments, institutions) committed to complete activities in keeping with the objectives of the Program, may submit a project to obtain a grant under the Program. Applicants must hold and provide evidence of non-profit status.

The following are not eligible:

  • departments and bodies of the Government of Québec or Government of Canada;
  • authorized or registered political parties, or authorities recognized by the election authorities 2;
  • recognized political education organizations 3;
  • 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 Ministère.

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

Only projects that meet the objectives of the Program and match the orientations and priorities defined by the SQRC will be considered.

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Submission of project applications

For Component 1, Expertise exchange, projects may be submitted at any time during the year.

For Component 2, Citizen dialogue, the SQRC establishes themes and issues one or more calls for projects based on those themes. The calls for projects are published on the SQRC website.

Submit a project

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Description of the projects

Projects must be described in sufficient detail using the prescribed form (in french), available on the SQRC website.

A project description must include all the following elements:

For Component 1, Expertise exchange:

  • a detailed description of the activities planned;
  • a detailed description of the objectives and expected outcomes of Québec involvement in the activity or expertise transfer project, in relation to the objectives of the Program;
  • proof of the participation of Canadian experts and of at least one Québec expert in the activity (symposium, conference, forum, workshop, etc. in Canada) or the expertise transfer project (letter of invitation, program for the event, request for the transfer of expertise, etc.)
  • the curriculum vitae of the Québec expert or experts concerned, including their job functions, job title, experience, and conference or publication record, as applicable;
  • confirmation from the Québec experts of their participation in the activity;
  • a detailed description of Québec involvement in the activity or expertise transfer project (type of participation or expertise transfer, target audience, audience, etc.);
  • a detailed budget presenting the planned expenditure for the project and the schedule of disbursements;
  • the financial package for 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 the applicant or applicants and for the organizations associated with the project, including postal and electronic addresses and websites, if applicable;
  • the original signature of the head of the applicant organization or organizations, attesting to the accuracy of the information provided and authorizing, where applicable, the Québec government or its agent to conduct an accounting audit covering the use of the funding;
  • proof that a final report, consistent with the requirements, has been submitted for any previously completed project financed by the SQRC.

For Component 2, Citizen dialogue:

  • proof of the involvement of at least one organization from Québec and at least one organization from another province or territory;
  • a detailed description of the activities planned;
  • a description of the expected outcomes, in relation to the objectives of the Program;
  • a description of the applicants' experience in the type of project involved and, where applicable, of cooperation between the applicants in the past;
  • a detailed budget presenting the planned expenditure for the project and the schedule of disbursements;
  • the financial package for the project and the sources of funding;
  • the original signature of the head of the applicant organization or organizations, attesting to the accuracy of the information provided and authorizing, where applicable, the Québec government or its agent 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 the applicant or applicants and for the organizations associated with the project, including postal and electronic addresses and websites, if applicable;
  • proof that a final report, consistent with the requirements, has been submitted for any previously completed project financed by the SQRC;
  • the application must be submitted before the deadline set out in the call for projects.

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Eligible Expenses

The grant can only be used for reimbursement of the eligible expenses incurred to realize the activities. It cannot be used for profit-making purposes or as a financial benefit for the applicant.

Eligible expenses are

  • travel and accommodation expenses for Québec participants, whether the activity takes place elsewhere in Canada or in Québec, based on the applicable Québec government scales;
  • expenses incurred for simultaneous translation, where justified;
  • the fees and salaries paid to individual specifically hired for the project, based on the organization's scales, where justified;
  • expenses incurred for the translation or production of materials and supporting documents for the activity, where justified 4;
  • registration fees for the activities, where justified;
  • communication and promotion activities expenses directly related to the project;
  • expenses incurred for logistics for the activity (hiring of materials, equipment or premises), where justified;
  • accounting audit fees, where required.

Exceptions:

For Component 2, travel and accommodation expenses in Québec or elsewhere in Canada for all participants from Canada and Québec, are eligible in the calculation of the grant, but only up to 50% of the expenses incurred and within the limits set by Québec government scales for accommodation expenses.

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Non-eligible Expenses

Non-eligible expenses are

  • administration expenses;
  • Office rent;
  • equipment purchases;
  • capital expenditure and the purchase of movable property;
  • travel and accommodation expenses outside Canada;
  • cocktail reception and related expenses for similar events;
  • any other day-to-day operating expenses;
  • wages;
  • first class or business class travel expenses;
  • any expenditure that the organization would otherwise have assumed in the normal course of its operations.

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Evaluation of projects

The SQRC is responsible for evaluating projects and may call on outside expertise as required. In addition, some projects may be submitted to the Québec government departments concerned to obtain an opinion.

Projects are assessed on the basis of the following criteria:

For Component 1, Expertise exchange:

  • the relevance of the project, as shown by
    • the match between the objectives of the project and those of the Program;
    • the justification for the participation of the Québec expert or the transfer of Québec expertise;
    • the extent and quality of the participation of the Québec expert or the transfer of Québec expertise.
  • the structural aspect 5 and originality, 6 as shown by
    • the innovative nature of the project;
    • the impact elsewhere in Canada;
    • the emergence of new possibilities for cooperation;
    • the number of participants and their geographic diversity;
    • the positive benefits in Québec and elsewhere in Canada (for the general public, for decision-makers and for communities).
  • the applicant's background and the financial aspects, as shown by
    • the applicant's ability to complete the project (organizations that have the stability, financial capacity, staff and expertise needed to effectively manage and implement the project; the organization's experience in completing similar projects; the history of the organizers' links);
    • a realistic budget (the expenditure is realistic, reasonable and consistent with the activities planned);
    • a realistic schedule for the activity;
    • diversity in the funding obtained.

For Component 2, Citizen dialogue:

  • the relevance of the project, as shown by
    • the match between the objectives of the project and those of the Program;
    • the match between the project and the themes identified;
    • the importance of the context or issues justifying the need for the project.
  • the structural aspect 5 and originality 6, as shown by
    • the innovative nature of the project;
    • the project's visibility and influence;
    • the quality of the participation in the project (the number of participants and their geographic diversity);
    • the quality of the joint participation by organizations from Québec and elsewhere in Canada;
    • the diversity and relevance of the partnership or cooperation;
    • the positive impact on the development of links between organizations in Québec and elsewhere in Canada (emergence of new partnerships or cooperation);
    • the complementary nature of the expertise offered by the teams from Québec and those from elsewhere in Canada;
    • visibility for Québec;
    • positive benefits in Québec and elsewhere in Canada (for the general public, for decision-makers and for communities).
  • the applicant's background and the financial aspects, as shown by
    • the organizations' ability to complete the project (organizations have the stability, financial capacity, staff and expertise needed to effectively manage and implement the project; the organizations' experience in completing similar projects; the history of the organizers' links);
    • a realistic budget (expenditure is realistic, reasonable and consistent with the activities planned);
    • a realistic schedule for the activity;
    • diversity in the funding obtained.

The amount of the grant is established by the results of the evaluation of the project and the funding available under the Program.

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Payment of the Grant

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

The maximum amount per project granted under the Program is $75,000.

The grant is paid in two instalments: 80% after confirmation of the approval of the project by the SQRC and 20% at the end of the project, once the SQRC has accepted the final project report.

However, for projects for which financial support is requested solely to allow the participation of a Québec expert in an activity elsewhere in Canada, the grant is paid after the Québec expert has participated in the activity (symposium, conference, forum, workshop, etc.), on presentation and after approval by the SQRC of the final report for the project and the vouchers (proof of participation in the event, copies of invoices for travel and accommodation expenses, translation costs and costs for the production of materials and supporting documents).

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Cumulative grant from governments and municipalities

A project financed under the Program cannot be financed under other SQRC programs, but may be financed under other government programs.

University research activities in the fields of intergovernmental relations, Québec identity and the Canadian Francophonie are only eligible for the SQRC's research support program.

The combined total of public grants cannot exceed 80% of eligible expenses. The total includes amounts paid directly or indirectly from Québec provincial government departments or agencies, federal government departments or agencies, state-owned enterprises and municipal bodies.

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Reimbursement

The recipient of financial assistance will be required to reimburse

  • the entire amount of the grant, if the project is cancelled more than 30 days before its scheduled date;
  • the entire amount of the grant, less the cancellation costs and the amounts already committed that cannot be refunded, with proof, if the project is cancelled less than 30 days before its scheduled date;
  • the excess grant received, if the eligible expenses actually incurred for the project is below the amount of grant provided, or if the actual revenue for the project is higher than expected;
  • some or all of the grant, if the project is substantially changed without prior authorization from the SQRC or if the amount was not used for the specially authorized purposes.

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Visibility

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.

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Filing of report

Applicants who receive grant undertake to complete the project as described in the application form, which has the value of a signed undertaking. The project must be carried out as approved. Any substantial change to the project must have the prior approval of the SQRC.

A final report must be sent to the SQRC no later than three months after the project is completed. It must include the following elements:

  • a report on the main activities completed during the project;
  • a description of the extent of Québec participation in the project (identity, number and origin of participants) and its influence (for example: audience, media impact, etc.);
  • a description of the outcomes obtained, having regard to the initial project objectives and the objectives of the Program;
  • a description of the visibility provided for the Québec government;
  • a detailed financial statement for the project;
  • a copy of the vouchers for the participation costs of Québec experts (see 10.3);
  • the signature of an officer of each applicant organization.

Audited financial statements must be filed with the SQRC along with the final report for the project when financial assistance of $50,000 or more has been granted. Accounting audit expenses are eligible for reimbursement.

The SQRC reserves the right to demand audited financial statements for any project for which it provides financial assistance and may, at any time, audit the vouchers and information provided by the organization.

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Contact information

The application form and all documents related to a request for funding support must be mailed to the following address:

Secrétariat du Québec aux relations canadiennes 
Direction de la veille et de la réflexion stratégiques
875, Grande Allée Est, 3e étage
Québec (Québec)  G1R 4Y8
Phone: 418 528-7915
Fax: 418 528-0052

Communications can also be received by E-mail.

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Forms

  1. Bilateral activities: activities involving Québec and one other province or territory in Canada
    Multilateral activities: activities involving Québec and at least two other provinces or territories in Canada
    Pan-Canadian activities: activities involving Québec and all other provinces and territories in Canada.
  2. An organization is considered to be a political party or a party authority if it is authorized, registered or recognized as such by the electoral authorities (the Chief Electoral Officer in Québec, or Elections Canada) (1.3), or if it meets the definition of a "political party" or "party authority", whether independently (1.4) or through close association with a political party or party authority (1.5). As a result, any organization that maintains links with a political party or party authority that are of a nature or intensity such that the organization and the political party or party authority could be considered to be part of the same political organization is not eligible under the Program.
  3. A recognized political education organization, under section 985.36 of the Taxation Act, means "a non-profit organization recognized by the Minister, on the recommendation of the Minister for the Reform of Democratic Institutions, as having the mission to promote Québec sovereignty or Canadian unity through educational means and whose recognition is in force, other than a registered charity or a political party or an authority of such a party."
  4. Expenses incurred for the translation of scientific papers by the Québec expert are excluded.
  5. The structural aspect is reflected in the impacts generated in connection with the Program's objectives and the project's ability to have a sustained impact in terms of synergy and the development of exchanges with groups in Québec and elsewhere in Canada, for the benefit of communities, sectors and territories, and ultimately in terms of improved mutual understanding in Canada and Québec.
  6. Originality is reflected in the fact that the issues, theme or object of the expertise transfer are unusual or unexplored, having regard to the objectives of the Program.