Settlement and Intergovernmental Affairs Directorate

Settlement and Intergovernmental Affairs Directorate

130 Adelaide St. West, Suite 1500

Toronto, ON M5H 3P5

ONTARIO REGION

LANGUAGE INSTRUCTION FOR NEWCOMERS TO CANADA (LINC)

APPLICATION PACKAGE

CONTENTS:

• Application For LINC Program - Ontario Region

Appendix A Other Funding Sources

Appendix B Detailed Breakdown of Administrative Overhead Costs

Appendix C Detailed Breakdown of Non-SalaryProgramCosts

Appendix D Detailed Breakdown of Non-Salary Childminding Costs

Appendix E Detailed Breakdown of Capital Costs

Appendix FChildminding Information Chart

Appendix GAttendance and completion rate from current project

• LINC Application Assessment Criteria 2007/2009
• 2007/2009 Project Cost Guidelines
• LINC Program Overview
• Multi-Year Funding Guidelines
• Checklist

Excel Documents:

Appendix H Cost Calculation

Appendix I Annual Planning Calendar

Appendix J Class Information Chart

Appendix K Budget Worksheet for Salaries

Critical Path for Applications:

Application Deadline -4:00 p.m.Friday, January 26, 2007

Application Assessment -January 29 – March 16, 2007

Notification of Decision -by March 22, 2007

Contract Start Date - April 1, 2007

Term of Agreement:

The earliest project start date will be April 1, 2007 and the last possible end date will be March 31, 2009 unless otherwise notified.

Note: Do not assume that your application is approved until you are notified in writing by CIC. Any expenditure incurred prior to the approved start up date is your own responsibility and will not be reimbursed. Do not hire staff or make any commitments until you have been informed of CIC’s approval. If your application is approved, it will then be used to develop a formal agreement between your organization and CIC.

LANGUAGE INSTRUCTION FOR
NEWCOMERS TO CANADA (LINC) / OFFICIAL USE ONLY
APPLICATION FOR LINC PROGRAM / FILE NUMBER
ONTARIO REGION / RC / CIC OFFICIAL

1.0 GENERAL INFORMATION

LEGAL NAME OF ORGANIZATION
MAILING ADDRESS / AREA CODE AND PHONE NO.
CITY/TOWN / POSTAL CODE / FAX NUMBER
NAME OF CONTACT PERSON AND TITLE / TEL. NO. IF DIFFERENT FROM ABOVE
INCORPORATION I.D. NO. / CHARITABLE NO.
E-MAIL ADDRESS / GST REGISTRATION NO.
LENGTH OF AGREEMENT REQUESTED: / TOTAL CONTRIBUTION REQUESTED:
FROM: / TO:
TYPE OF APPLICATION:
TRAINING / LINGUISTIC ELIGIBILITY DETERMINATION

1.1i)For organizations other than private, list below names and titles of current governing body. Indicate with an (*) those who are Canadian citizens and permanent residents.

NAME / OCCUPATION / POSITION ON BOARD / ADDRESS / TELEPHONE NUMBER

ii)For private organizations, please provide details of the management structure.

1.2If former or present public servants are involved in the Board of Directors or are employed by your organization, are they in compliance with conflict of interest or post employment measures for public servants?

N/A / YES / NO

1.3Specify the date of your proposed next Annual General Meeting.

1.4What is the mandate of your organization?

1.5What target group(s) does your organization serve?

1.6How many years has your organization been in operation?______

How many years has your organization been providing LINC? ______

1.7 Describe your organization’s previous and current language training experience, including LINC.

1.8List addresses of all other locations (sites) for your operations.

a)
b)
c)
d)
e)
f)

1.9Describe your organization’s financial records, bookkeeping, and internal control systems.

2.0 FOR LINGUISTIC ELIGIBILITY DETERMINATION APPLICANTS ONLY

2.1What is/are the proposed location(s) for the assessment centre?

2.2Will itinerant service be offered? If yes, how, when and where will raters go to conduct assessments?

2.3What is your plan for outreach?

2.4What is the target number of assessments to be completed during the proposed contract period, and how have you determined this number?

2.5For applicants who currently have a LINC contract, complete the following chart.

# of Assessments Contracted for Current Year Contract / # of Assessments Completed as of November 30th, 2006

2.6How will client needs and preferences be determined?

2.7How will you keep up-to-date on training information in the community?

GO DIRECTLY TO SECTION 10

SECTIONS 3 TO 9 ARE FOR LINC TRAINING APPLICANTS ONLY

3.0 PROJECT INFORMATION

3.1Will any other community group(s) and organization(s) be involved in this project? If yes, provide details and indicate if there is a formal agreement.

3.2 Will LINC training be a component of other programs/services? If yes, specify the type of programs/services and provide explanation.

3.3What is/are the proposed location(s) for the LINC training? Provide a detailed rationale to substantiate the need for a program at each of those sites. Include research and/or results from surveys or relevant information and specify your sources.

3.4Submit a proposed class schedule by completing the attached forms Language Class Information Chart, Appendix J and the Language Instruction Annual Planning Calendar, Appendix I.

3.5Describe how your project will meet the LINC Application Assessment Criteria.

4.0 STUDENT INFORMATION

4.1Which target group(s) will your project serve?

4.2 Have you identified potential students? If so, elaborate, including source countries, gender, immigration status, and level of education.

4.3Describe the plan and methods you will employ to reach and recruit your target groups.

4.4How will you ensure that clients have been screened for eligibility and assessed prior to enrollment in the appropriate proposed level?

4.5 How will you ensure the ongoing eligibility of clients?

5.0 CURRICULUM INFORMATION

5.1Which levels of proficiency in the Canadian Language Benchmarks will you be covering in your proposed program curriculum?

5.2Describe how your program relates to these levels of proficiency?

5.3Please attach with your application an example of the curriculum outline for each class level.

5.4How will participant performance and progress be evaluated? Attach any copies of evaluation forms that will be used by your program.

5.5When and by whom will the evaluations be conducted?

5.6Describe the method you will use to identify and address the specific integration needs of the immigrant client group(s) in a culturally sensitive manner.

5.7Identify clearly the number and nature of anticipated class excursions related to orientation topics.

6.0 INSTRUCTOR INFORMATION

6.1How will your organization ensure that new instructors are TESL Ontario certified?

6.2 Will your program use instructors who are:

Unilingual English instructors for a multilingual class?

Bilingual instructors? If yes, for what languages other than English?

Unilingual English instructors in a unilingual class?

6.3Does your organization subcontract instructors? Yes No

7.0 CHILDMINDING INFORMATION (IF APPLICABLE)

7.1 Complete the Childminding Information Chart, Appendix F.

7.2 Does your program provide any off-site licensed child care? If so, identify where and the number of seats.

7.3For currently funded LINC programs, have you had an assessment completed of all LINC Childminding sites by CMAS? Yes No

If no, please explain.

7.4List any outstanding non-compliance issue(s) identified in the assessment and your action plan to address them.

7.5Do your plans for childminding meet the National LINC Childminding Requirements, September 2002? (available on the Settlement.Org website)

If not, explain how you intend to meet the Requirements.

8.0 PROVISIONS FOR THE DISABLED (IF APPLICABLE)

8.1 Is/are your site(s) accessible to persons with disabilities? Please explain.

8.2 If you have had disabled participants in your program, identify your experiences.

9.0 BUDGET INFORMATION

9.1Complete the attached Cost Calculation form, Budget Worksheet for Salaries, Detailed Breakdown of Administrative Overhead Costs, Detailed Breakdown of Non-Salary Program Costs, Detailed Breakdown of Non-Salary Childminding Costs and Detailed Breakdown of Capital Costs. Where applicable, please be sure to detail on how blended program costs are shared.

A request for funding of any new activities should be listed on a separate Cost Calculation Form.

10.0INSURANCE INFORMATION

10.1Complete the following information for your proposed project and attach a photocopy of your most recent renewal from the insurer.

1. Do you have third party liability coverage? Yes No
2. Do you contribute to workers compensation insurance or comparable insurance? Yes No
3. Do you have fire and theft insurance? Yes No
4. Do you have transportation related insurance (if applicable)? Yes No

11.0 OTHER ENCLOSURES

11.1Include the following documents with your application. If you are currently funded under LINC or ISAP, please provide up-dates to these documents, if required.

1. Most recent Annual Report
2. Most recent audited financial statements and management letter
3. Job description and qualifications for each position for which you are requesting a financial contribution
4. Constitution and bylaws of the organization
5. Copy of the personnel policy
6. Conflict of interest guidelines
7. Registration documents
8. Copy of any Third Party Agreement for which you are requesting a financial contribution

APPLICATION PREPARED BY:
POSITION TITLE:

I certify to the best of my knowledge that the information provided in this application is accurate and complete and that this request is endorsed by the Board of Directors of the organization I represent.

1. / Signature of Requesting Officer / Date
Name of Requesting Officer / Title
2. / Signature of Requesting Officer / Date
Name of Requesting Officer / Title

APPENDIX A

FILE NUMBER:

OTHER FUNDING SOURCES FOR: (Organization Name)

CIC may contact other funders in order to confirm your organizational strengths and capacity. Please provide funding details for all programs you operate from your organization. Complete additional sheets if needed.

FUNDER/SOURCE /

CONTACT NAME

/

E-MAIL ADDRESS

/ CONTACT PHONE NUMBER / CONTACT FAX NUMBER / PRIMARY PURPOSE OF FUNDING / FUNDING PERIOD
dd-mm-yy / AMOUNT
to / $
to / $
to / $
to / $
to / $
to / $
to / $
to / $
to / $
to / $
to / $
TOTAL / $

1.Please provide complete contact information for all funders: name, email, phone and fax numbers.

2.Please include sources such as “Bingo” and “Fundraising”, as well as government or charity sources, to demonstrate ‘in-kind’ support provided by your organization.

3.Include funding details for all programs offered by your organization.

APPENDIX B

DETAILED BREAKDOWN OF ADMINISTRATIVE OVERHEAD COSTS

ITEM / COST / JUSTIFICATION
TOTAL
COSTS

APPENDIX C

DETAILED BREAKDOWN OF NON-SALARY PROGRAM COSTS

ITEM / COST / JUSTIFICATION
TOTAL
COSTS

APPENDIX D

DETAILED BREAKDOWN OF NON-SALARYCHILDMINDING COSTS

ITEM

/ QUANTITY / COST/
ITEM / TOTAL
COST / JUSTIFICATION FOR PURCHASE
TOTAL
COSTS

APPENDIX E

DETAILED BREAKDOWN OF CAPITAL COSTS

ITEM / QUANTITY / COST/ITEM / TOTAL COST / JUSTIFICATION FOR PURCHASE
TOTAL
COSTS

Organization: ______

APPENDIX F

FILE NUMBER:

CHILDMINDING INFORMATION CHART FOR: (Organization Name)

Please provide information on each site where childminding services will be offered. Please use additional pages if needed.

Childminding Ratios and Group Sizes
In the province of Ontario, taking into account the ages of the children and the provincial legislation, a SPO is required to maintain the childminder-to-child ratios* and group sizes indicated in the summary below.
Province / Infants
(Cannot be included in mixed age groups) / Toddlers / Preschoolandolder
Childminder-to-Child Ratio / Group Size / Childminder-to-Child Ratio / Group Size / Childminder-to-Child Ratio / Group Size
Ontario / 6-18 months
1:3 / 9 / 19-30 months
1:5 / 10 / 31-60 months
1:8 / 16

• The ratios refer only to paid childminders, not to students on work placements or to volunteers.
• Infants cannot be included in mixed age groups.

Information in this table is from National LINC Childminding Requirements (September 2002), and is based on provincial legislation as of January 2002.
Childminding Site address:
Number of Early Childhood Educators: Number of other childminding staff:
Maximum number of children at this site:
Infants Toddlers Preschool and older
Childminding Site address:
Number of Early Childhood Educators: Number of other childminding staff:
Maximum number of children at this site:
Infants Toddlers Preschool and older
Childminding Site address:
Number of Early Childhood Educators: Number of other childminding staff:
Maximum number of children at this site:
Infants Toddlers Preschool and older
Childminding Site address:
Number of Early Childhood Educators: Number of other childminding staff:
Maximum number of children at this site:
Infants Toddlers Preschool and older

APPENDIX G

ATTENDANCE AND COMPLETION RATE FROM CURRENT PROJECT

April 2006 to the end of November 2006

SPO Name: ______

Location

/

Class

(Level) /

Part time or Full time

/ # of Contracted seats /

Enrollment (1)

/ Average of monthly attendance rate (2) / # of students completing a level

1)Enrollment = Number of students registered at the beginning of the contract + students enrolling subsequently to the beginning of the class

2)Average of monthly attendance rate = Sum of monthly attendance rate as per schedule 1

# of months

LINC Application Assessment

Criteria 2007/2009

Priority will be given to service providers that have demonstrated the following abilities / strengths:

1) Ability to address priorities:

• Service to Government Assisted Refugees and Privately Sponsored Refugees,
• Provision of client-centred, accessible services,
• Allocation of resources to areas experiencing high immigrant settlement growth.

2) Effective delivery of services:

• Appropriateness of class design (for example, designated, discrete literacy classes should be provided whenever possible) ,
• Demonstrated ability to conform to CCLB standards,
• Track record of providing quality language instruction,
• Services appropriate to local community needs,
• Ability to address language and cultural differences.

3) Administration:

• Accountability related to finance and administration,
• Cost efficiency,
• Demonstrated compliance with contractual requirements and service delivery objectives,
• Timely provision of requested statistics,
• Commitment to outreach, networking and community partnerships,
• Demonstrated professionalism and flexibility.

4) The above factors will also be considered in determining

whether a service provider may be eligible for multi-year funding.

ONTARIO LINC OPERATIONS

2007-2009 PROJECT COSTGUIDELINES

This guide is provided to assist in the completion of an application for funding under Citizenship and Immigration Canada’s Language Instruction for Newcomers to Canada Program (LINC). It is recommended that you carefully read each section before proceeding with your application.

CIC will reimburse only the incurred costs associated with the delivery of the LINC program. Costs submitted must be reasonable and justifiable. You are required to submit supporting documentation for all cost requests. Any changes to the following guidelines will be posted on Settlement.Org and the TESL Ontario website.

In reviewing requests and budgets, CIC will take into consideration any exceptional circumstances which may be difficult to anticipate or identify here. As these are guidelines, CIC may allow for exceptions as part of the negotiation process.

Some maximum allocations are stated in the guidelines. Each service provider’s situation and mix of costs/expenses is unique, so these maximums should not be interpreted as entitlements.

Please note that to prepare for LINC application negotiations, CIC asks that you consider learner need in your community and the capacity of your organization to deliver service, and then submit an appropriate budget as per these guidelines.

Please note also that there is an expectation that every service provider will work with assessment centres, other LINC providers and community partners as necessary to review community needs and to determine how services might be most expeditiously and effectively delivered to the benefit of the newcomers in your community.

ADMINISTRATIVE

Project Coordination: The key job activities involved in project coordination normally include:

-supervision of other project staff

-automated reservation system data entry

-point of contact for CIC

-monitoring the quality of the services

-monitoring of class sites and childminding

-compiling of project statistics and writing narrative reports

-record keeping

-management of the transportation budget

Salaries: Service providers are the employers and may determine salary scales for staff based on their personnel policies or agreements. Each part-time and full-time position (including those at different wage levels in the same job) should be listed by job title. The following information should be included:

-hours of work per week, rates of pay, number of weeks, etc. and the exact breakdown of benefits

-sources/methods used to confirm that wages are within prevailing rates in the LOCAL labour market

-an explanation of increase/decrease in wages or benefits, if applicable, and why this should be supported

-an explanation of wage differences (e.g. due to seniority, different responsibility etc.) for individuals working at different wage rates in the same position

-a brief description of roles or responsibilities, in 3 or 4 bullet points, for any new positions or increased hours

Mandatory Employment Related Costs (MERC) / Benefits :Both MERC and benefits are allowable costs. MERC include Employment Insurance (EI), Canada Pension Plan (CPP), vacation pay, Employer Health Tax (EHT) and Workplace Safety Insurance Board (WSIB) where mandated. Only the employer’s share of the MERC will be reimbursed.

Benefits are defined as per the employer’s Personnel Policy. In the submitted budget, benefits must be identified with related percentages indicated. CIC will only reimburse benefits which are offered to all agency staff under the Personnel Policy.

The Department will reimburse up to a maximum of 11 public holidays, as per the Ontario Ministry of Labour Employment Standards Act. These must be identified in the employer’s Personnel Policy or equivalent.

*EHT information: The current EHT rate is 1.95%; however, in establishing the actual rate for your submission, you must take into consideration the first $400,000 of your payroll, which is exempt from EHT. Please determine your total payroll for the most recent calendar year, and apply the formula below to calculate the applicable EHT rate for your application.

EHT Formula:

A = Total Organization Payroll

B = EHT Exemption ($400,000)

C = Net Amount EHT Taxable (A-B = C)

D = EHT Amount Payable (C x 1.95% = D)

E = EHT % (E = D/A)

Administrative Overhead Costs:Strictly for administrative overhead, and should not include costs associated with Program Delivery or Childminding. Rent for classrooms or childminding space should be allocated to the Program Delivery or Childminding cost category.

Eligible overhead items may include photocopying, phone, promotion and publicity, bookkeeping, audit expenses, bank charges, insurance, postage, equipment rental, maintenance, travel, professional development, and memberships. Details must be provided for each item requested where there is an increase. In addition, certain items should be supported by copies of documents such as equipment lease agreements, third party contracts and travel policies.

Organization Administration Costs: Where administration costs are requested, a detailed breakdown (not percentages) and rationale for LINC’s share of those costs must be submitted for further review. Costs related to specific positions should include the job title or details about the service provided, rather than just ‘HR’.