CAP: Section J Detailed Steps from Pre-Proposal to Reporting

​Step 1: Pre-proposal

  • completing a pre-proposal is not required, but strongly encouraged
  • applicants can submit a pre-proposal prior to completing the full application form
  • pre-proposals provide AAC staff with an opportunity to review project ideas and provide feedback
  • AAC staff will provide feedback to your pre-proposal within 10 business days, either by telephone or email
  • any feedback offered will be in response to your pre-proposal only, and should not be considered an endorsement/approval of any application for funding that may be subsequently submitted. All final decisions regarding applications for funding are made by the AAC board of directors
  • pre-proposals received less than ten days before an intake deadline will be responded to after the application deadline
  • pre-proposal forms can be found at www.adaptcouncil.org/program/cap

Step 2: Enrolment

  • applicants must enroll as an organization or collaboration in the Partnership Client Portal att http://ontarioprograms.net/ to obtain an Operation ID

  • if you were enrolled as an organization or collaboration under GF2, you can use your GF2 username and password to login and update your information to obtain a new Operation ID for the Partnership

Step 3: Application through My AAC Online

  • application templates and intake deadlines can be found at: www.adaptcouncil.org/program/cap
  • applicants must set up an account for My AAC Online, an online project management system to help AAC applicants apply for funding and manage their projects before the intake deadline. Only one My AAC Online account can be set up per organization/business. The Username and Password will be used by all individuals from your organization/business who require access to the project management system
  • applications must be submitted through My AAC Online by 4:30 p.m. EST on the intake deadline, using the steps outlined in the online application form
  • the following required documents must be included in the Attachment section: Budget (in Excel), Applicant Declaration Form and the last two years of financial statements for the lead applicant. If applicable, attach: Letters of Support; Collaboration Member Declaration(s) (if the applicant is a collaboration; Annex A (if the University of Guelph or any of its campuses will be performing work on the project); and/or, Representative Authorization Agreement (if the applicant intends to use a consultant/agent/representative to act on its behalf throughout the application review process)
  • applications will not be considered complete if the required online application sections are not completed and the required documents are not attached in the attachment section. Other sections/documents must be completed and attached, if applicable.
  • AAC will confirm receipt of complete applications within one business day of the intake deadline

Step 4: Project Review

  • applications will be assigned to an AAC staff member who will be in contact with the applicant prior to the review by the AAC board of directors
  • applications will be reviewed by the AAC and by external third-party reviewers, and partners or advisors that are governed by confidentiality processes, as part of the due diligence review process
  • the AAC board of directors review is expected to occur within 45 business days from the application intake deadline
  • applicants will be notified as funding decisions are reached, usually within five business days from the posted board meeting date, following which selected applicants must enter into a funding agreement with AAC
  • the AAC board of directors reviews all applications and makes all final funding decisions, terms, conditions, and levels of funding using the program assessment criteria
  • if the project will impact an Indigenous Partner’s/Community’s aboriginal or treaty rights, the selected applicant may be subject to a duty to consult process

Step 5: Agreement

  • to receive funding for an approved project, a selected applicant must enter into a funding agreement with the AAC and comply with its terms and conditions for the duration of the project
  • funding will be provided as reimbursement payments throughout the project, upon the applicant providing AAC with claim documentation and progress/final reports
  • funding is project based and will be provided for a limited period, according to the terms of the selected applicants signed, funding agreement with AAC

Step 6: Claims, Project Reporting and Communications

  • claims and project report templates can be found at: www.adaptcouncil.org/program/cap/claims-and-reporting

  • communications guidelines and templates can be found at: www.adaptcouncil.org/program/cap/communications

  • claims, reports and communications materials must be submitted through My AAC Online

  • The claim must include all necessary documentation (i.e. listing of expenses, in-kind contributions, copies of invoices, copies of cancelled cheques, payroll ledgers, catering tracking form, etc.) to support expenses that have been incurred to date

  • reimbursement can only be provided for invoices that have been paid
  • costs incurred must reflect when goods and services are expected to be received, regardless of when payments are made
  • all expenses and in-kind contributions must be substantiated by auditable documentation
  • all incremental contract labour must be supported by time sheets
  • the AAC must be notified in writing, and approve of, any proposed changes to a project. Approved material changes will be reflected in an amended funding agreement
  • if project funding is not accessed according to the forecast provided, the AAC cannot guarantee that funds will be available for reimbursement
  • claim and progress reporting must be completed at minimum every six months for the duration of the project funding
  • applicants are required to submit interim claims to the AAC no later than June 30 for expenses incurred in the previous fiscal year (April 1 to March 31)
  • final reports must be accompanied by a completed project results survey
  • all communications products developed under the Partnership must be reviewed and approved by AAC prior to print and/or distribution; otherwise, expenses associated with the communications products will not be eligible for reimbursement
  • for all projects approved from December 2018 onwards, project costs must be incurred no later than December 1, 2020, and final claims, final reports and project results surveys must be submitted to AAC no later than January 4, 2021

  • where strong rationale is provided, to support critical components of projects approved from December 2018 onwards, project end dates may be extended to December 1, 2021 and final claims, final reports and project results surveys must be submitted to AAC no later than January 3, 2022