Application and Approval Process . (Page 2)

Canadian Parents for French
“How To”
Sociocultural Grant Application and Submission 101
2015-2016 Funding Cycle

Canadian Parents for French
#227c – 1557 W 7th Ave, Vancouver BC, V6J 1S1
Phone: 778.329.9115 Fax: 1.888.678.1780
E-Mail: Web:

Objective

CPF’s socio-cultural grants are funded by the B.C. Ministry of Education/Canadian Heritage and are aimed at giving students socio-cultural opportunities to learn and use French.

Application & Approval Process

Step 1

Ensure you have read the criteria, funding guidelines andobjectives for sociocultural grants, and that your project qualifies. See criteria and funding guidelines below.

Step 2

Apply for a grant. Fill out theapplication online available on our CPF Sociocultural Grants page: cpf.bc.ca and search for Grants, or click on this link:

Step 3

Notification of approval status: Each project will be reviewed for approval. The applicant will be notified via email when the status of approvals is posted online. If you receive “approved”, please proceed with your project. If you receive“conditional” status, there is either missing information in your application, or there are not enough funds currently for your project. Applications are due mid October, and approval usually takes 1 month. However note that final approval comes from our funder and approval is dependent on their timeline.

Step 4Print Event and Survey Documents a)- f) to use at the event and for final

reporting. Find these documents in the appendix of this document, OR on the sociocultural webpage at the bottom of the page:

Step 5 –Event Reporting (new digital submission in 2015!)

You are required to submit a final report within 30 days after the completion of your event:

1)Submit theonline evaluation. Be prepared to use a digital receipts submission format. A scanned copy of receipts or pdf is required. If you are unable to submit digitally, contact .

2)Ensure you have a summary of the survey results for the online evaluation.

3)Documents and submission forms are located on thecpf.bc.ca sociocultural webpage.

4)Once you have submitted, the process is COMPLETE! Look to the Chapter deposits online to see when the funds are deposited into your account:

Evaluation, Receipts and Survey Submission (Step 5 in Application Process Above)

Criteria

PROJECTS MUST:

Enhance the profile of Canadian Parents for French (CPF)
Use and promote the French language
Be available to as many French Immersion, Intensive French and/or Core French students as possible
Be student oriented (i.e. no parent language classes)
Take place between September 1 and August 25
Thank the funders:
For BC: The Ministry of Education
For Yukon: Canadian Heritage

Below are objectives that should be used to guide each application and event. You should try to incorporate at least one of these objectives in your application description and event:

Objective 1: Promote Learning Objectives

Reading French –a percentage of the activity requiresstudents to use their French reading skills to accomplish tasks.
Writing French –a percentage of the activity requiresstudents to use their French written skills to accomplish tasks.
Hearing French - a percentage of the activity requiresstudentsto use their listening skills to hear the French spoken language.
Speaking French - a percentage of the activity creates opportunities forstudents to use their French speaking skills, developing vocabulary and creating communicative activities.
Appreciation of French language/culture – a percentage of the activity fosters the development and appreciation of a rich French cultural and historical heritage.
Expression Comprehension – a percentage of the activity provides students the opportunities to demonstrate their understanding of the language, ability to understand others and to express themselves comprehensibly and appropriately in French.

Objective 2: Partnerships

Projects should work to create partnerships in your region. Examples include:
Francophone Cultural Centers/Societies
Neighbouring Chapters
Local businesses
School boards/districts
Parks
Neighbourhood houses
Local College/Universities
Environmental organizations with youth focused programming
Local movie theatre
The purpose behind partnerships is to expand your network, as well as share resources with other organizations supporting similar goals.

Objective 3: Innovation

We encourage you to keep in mind the following considerations when planning activities for the future:

Create activates that foster a French cultural identity in your community (i.e., creating a local event that the community identifies as B.C. French)
Create activities that target key attrition issues and grades (see the “French Second Language Programs in British Columbia & Yukon: Trends, Challenges, and Best Practices” report by CPF and the revised 2014 version for reference.
Create activities that support the CPF mantra “French for all” – inclusive activities that make French accessible for all learning types.
Consider using local community strengths to address specific issues relevant to your French programs or schools.

Note: although the above should be considered, not all projects need to address each issue. Rather these considerations assist in creating an accessible and culturally alive French unique to British Columbia for students.

Note: all activities should strive to be conducted completely in French.

REMEMBER…

Activities should be used as a means to generate membership in CPF!!!

Chapters may apply for more than one project (please apply separately for each project online). If applying for more than one project, please number the application forms according to priority
All B.C.activities must acknowledge the support of CPF and the BC Ministry of Education
All Yukonactivities must acknowledge the support of CPF and Canadian Heritage
Surveys must be distributed at the event and tabulated. A summary is to be sent during the evaluation process and must be made available upon request.

Funding Guidelines

KEY POINTS TO REMEMBER

Only Chapters who have their reporting fully up-to-date will be considered for a grant
Funds cannot cover costs of alcohol, tobacco or resources, ie. Book

Funding amount applied for must be matched by at least a 50% financial contribution from the Chapter:

FundingGuidelines for Reimbursement

Below are guidelines for chapters to consider for the maximum reimbursement for each category. Keep in mind the total reimbursement will not exceed 50% of event costs. This guideline is created by the BC Ministry of Education and needs to be followed by the BC Chapters.

Revenue / Up to 50% funding
Expenses
Advertisements / Up to 50% reimbursement
Administration / 0%
Materials / Up to 25% reimbursement
Photocopy / Up to 25% reimbursement
Postage / Up to 25% reimbursement
Venue rental / Up to 75% reimbursement
Audio visual rental / Up to 75% reimbursement
Awards / Up to 50% reimbursement
Gifts / 0%
Honoraria / Up to 50% reimbursement (excluding coordinators)
Entertainer / Up to 75% reimbursement
Food / Up to 50% reimbursement
Transport / Up to 75% reimbursement
Misc / Up to 50% reimbursement
Total Average Expenses / Up to 50% reimbursement

CHAPTER PAYOUT PROCESS

TheCPF Chapter organizes the event and is in charge of paying all bills prior to submitting grant evaluation to the CPF-BC & Yukon Branch. Invoices and receipts are to be in the name of the Chapter.

School boards, schools or partners can contribute to the CPF Chapters but the Chapter is responsible for paying the whole amount of what was organized and issuing receipts to whoever contributed to their Chapter. Once the grant evaluation is submitted with a copy of original receipts and surveys, the office will forward the approved amount to the Chapter bank account.

Accuracy:

A) When projecting your budget for the year, every effort should be made to ensure accuracy in your requests. Funding requests that are not utilized are noted for future applications. If funds were not used for a Chapter, a written explanation is requested. This explanation is provided to our funders.

PAYMENT FOR APPROVED PROJECTS

Evaluation Forms for projects held September - July are due within 30 days of project completion. Evaluation Forms for projects held in August are due by August 25. This is a final deadline - Grant payment will be issued only after CPF has received the evaluation form and all original receipts.

Suggested Events and Activities

CPF BC & Yukon is developing a resource for our Chapters to support effective execution of Sociocultural Events. Currently the first step has taken place with this forum online. Please take a minute to look through it.

Please also see the criteria section of this document. For past events that have been funded, see the sociocultural grants page online.

Appendices

A) Generic Invitation to Chapter Sociocultural Event (Page 7)

B) Generic Letter of Invitation to Dignitary to Chapter SC Event (Page 8)

C) Public SC Thanks SC for CPF Chapter (Page 9)

D) Request for Certificate of Insurance (Page 10)

E) SC Survey Form (Page 11)

F) Audience Survey Summary (Page 12)

G) Receipts Talley (Optional Form) (Page 13)

You are cordially invited to attend

Canadian Parents for French

(your community) Chapter’s

Event name

Location

Date

Time

Special conditions (if any)

Date

Name of invitee

Title of invitee
Address of invitee
Telephone
email or fax.

Dear (name of invitee)

It is with great pleasure that I extend to you an invitation to attend(name of your event) organized by Canadian Parents for French (your community) Chapter. This event will be held at (location) on (date and time) in (town or city).

In attendance will be (parents, teachers, general public and students. Try to give a number). Our event is (describe the event and its purpose. You can paraphrase your socio-cultural application).

As you may know, French Second Language programs in (name of the school district or community) are (describe the state of these programs. Are they strong, expanding, well established, innovative? Give enrolment numbers if you can. If you’d like to focus on French Immersion, that’s good too, but since many events target Core French programs as well, a passing reference their numbers could be made as well).

Canadian Parents for French (CPF) is the national network of volunteers which values French as an integral part of Canada and which is dedicated to the promotion and creation of French-second-language learning opportunities for young Canadians.The (how many?) members of CPF (your community) Chapter have been organizing this and similar events since (year).

We would be delighted if you could share in our enthusiasm for continued excellence in education and community building. Also invited are (this last sentence does not have to be included, but sometimes other guests can be used as bait).

We look forward to hearing from you soon.

Sincerely,

Your name

Your position

Public thanks at CPF Chapter socio-cultural events.

It is customary for the Chapter to welcome attendees and distinguished guests at the beginning of the event. Many events also lend themselves to the Chapter coming back at the end to publicly thank your volunteers, supporters and sponsors.

Irrespective of when you decide to make your public thanks, please remember that financial supporters must be thanked! In the case of government monies, this is an obligation, as government at all levels make public recognition of their contribution a condition of their financial support. Our agreement with the province for socio-cultural funding states this in writing.

In the case of a Chapter socio-cultural event where you have received funding from the Branch, you should, at minimum, state in all your verbal and written communications the following:

CPF (your community) Chapter wishes to acknowledge the financial support of the Province of British Columbia and the Government of Canada. (Or, for the Yukon, “Canadian Heritage”)

You may elaborate by specifying the Ministry of Education for the province and Canadian Heritage/Patrimoine canadien for the Federal government.

Finally, it is also appropriate for you to thank CPF BC & Yukon Branch.

If you wanted to go the whole hog, then your thanks could sound (or read) like this:

CPF (your community) Chapter wishes to acknowledge the financial support of the Province of British Columbia, Ministry of Education, and the Government of Canada, Canadian Heritage/Patrimoine canadien. We also wish to thank Canadian Parents for French BC & Yukon Branch for its support.

1104-170 Laurier Ave. West
Ottawa, Ontario
K1P 5V5

REQUEST FOR CERTIFICATE OF INSURANCE

TO:Office ManagerFAX: 30-5940

FROM:______(Branch/chapter)

Name of CPF contact: ______

Telephone: ______FAX ______

DATE Submitted: ______

CERTIFICATE TO BE ISSUED TO ______

(This should be name of school, organization or whomever is requesting proof of insurance)

ADDRESS: ______

REASON FOR REQUEST ______

ONdate(s)______

AT time(s)______

LOCATION OF EVENT ______

ADDRESS: ______

DATE CERTIFICATE REQUIRED ______

ISSUE CERTIFICATE TO THE ATTENTION OF: ______

@ FAX ______

NOTE: The official certificate will be forwarded my mail

AUDIENCE SURVEY FORM

Canadian Parents for French BC and Yukon needs your help to continue obtaining funding to organize socio-cultural events in your school. Please help us by taking a minute to answer the following 7 questions.

I am a: Student □ Teacher □ Parent □ Other □______
Did you enjoy this event? Yes □ No □
Have you attended an event presented by CPF before? Yes □ No □
Would you attend it or a similar event again? Yes □ No □
Please explain or why not?

Please check all the French activities you did for this event:

□ Spoke French □ Heard French □ Read in French

□ Listened to French – ex: music, presenter, teacher, story teller etc.,

□ Played games in French□ All of the above

□ Other – please list ______

My appreciation or understanding of French language culture:
□ Improved a lot □ Improved a little □ did not improve
How did your appreciation of French language culture change:

If you wanted to improve your French or increase your appreciation of French language culture, what sort of activities would you like us to organize?

Any other comments?

Thank you. We will treat your answers confidentially.

AUDIENCE SURVEY SUMMARY

(To be used for evaluation submission post event)

A)Chapter Name: B) Event Title:

C)Number of Attendees:

1) Numberwho filled out survey:

Students __ Teachers __ Parents __ Others□______

2)Number who enjoyed the event? Yes __ No __

3)Have they attended an event presented by CPF before (indicate number)? Yes __ No __

4)Would they attend this event or a similar event again? Yes __ No__ Please explain or why not (Use reverse if needed)?

5)Please check all the French activities respondents checked off, with the number included beside: