Ontario Black Youth Action Plan

Ontario Black Youth Action Plan Together We Can Youth Mentorship Program Application Questions and Answers The following document responds to all questions received by the Ministry of Children and Youth Services from prospective applicants between July 26 and September 8, 2017. 1. Ontario Black Youth Action Plan Overview 1.1 Is the Youth Mentorship Program the only program I can apply to under the Ontario Black Youth Action Plan? Organizations, partnerships and collectives can apply to deliver the following programs under the Ontario Black Youth Action Plan: Enhanced Youth Outreach Worker Program Innovative Supports for Black Parents Stop Now and Plan Middle Years Program Industry-led Career Initiative Post-Secondary Education Connectors Applications to deliver these programs will open throughout the Summer and Fall of 2017 and be announced via email and on Ontario.ca/BlackYouthActionPlan. 1.2 I didn t get a chance to attend a Community Co-Design Session. Can I get a copy of the materials? Absolutely! A copy of the Community Co-Design Sessions presentation is available on our website under the tab labelled Community Engagement / Co-Design. 2. Eligibility 2.1 Can one organization apply to deliver multiple programs, for example, the Enhanced Youth Outreach Worker Program and the Youth Mentorship Program? Yes. One organization, partnership or collective can submit applications for more than one program. 2.2 Can one organization apply to deliver multiple Youth Mentorship Programs? Yes. One organization, partnership or collective can submit multiple applications for the same program. 2.3 Can an organization be successful in applying for more than one program? Yes. One organization can be successful, and receive funding, to deliver more than one program under the Ontario Black Youth Action Plan. Please note: The Together We Can Youth Mentorship program will provide funding for up to 25 evidence-based, regionally-specific, culturally-relevant and locally-developed mentorship initiatives for Black children and youth in target communities. 2.4 Can grassroots organizations apply? Yes, grassroots organizations can apply, even if they are not a registered non-profit / charitable organization. Successful applicants will be required to partner with an Version 1 (September 8, 2017) 1

organizational mentor who is a legal entity. A legal entity is an individual or organization that is legally capable of contracting (e.g., a corporation, registered non-profit organization, university, etc.). 2.5 Can broader public sector institutions (i.e. universities and hospitals) apply? Yes, broader public sector institutions can apply and are eligible for funding. Under the Collective Impact and Cultural Identity (CI 2 ) Framework, partnerships with grassroots organizations or groups and / or community agencies are strongly encouraged. 2.6 Can a single organization, that is not part of a partnership or collective, apply? Single organizations are eligible to apply for any of the Ontario Black Youth Action Plan programs. Under the Collective Impact and Cultural Identity (CI 2 ) Framework, partnerships are strongly encouraged. 2.7 The Collective Impact and Cultural Identity (CI 2 ) Framework encourages partnerships, but there are many different types of partnerships. What is the difference between a co-leadership, sponsorship or collaborative partnership model? Partnerships / Collectives can take many forms. Below are some examples. Co-Leadership: Two organizations / entities (or more) are taking an equal role in designing and implementing the program. Sponsorship: One organization is supporting a grassroots organization in submitting its application. The grassroots organization is the lead in designing and implementing the program. The sponsoring organization provides administrative / overhead support / etc. Collaborative: A group of many organizations, legal entities, individuals, grassroots organizations, elders, etc. Within the collaborative, roles may be defined at the point of application, or evolve should the applicant be successful. The Ministry will consider applicants with all types of partnership models. 2.8 If you use a lead agency model, what is the role of the lead agency? If successful, the lead agency / organization will hold the contract with the Ministry of Children and Youth Services and be responsible for actions such as risk reporting and administration. 2.9 Can organizations that are not in one of the three Black Youth Action Plan communities apply? Programs under the Ontario Black Youth Action Plan must be delivered in one of our three Black Youth Action Plan target regions: Windsor, Greater Toronto and Hamilton Area or Ottawa. These regions were selected based on black population density and availability of culturally-relevant services. The boundaries of the region are based on the Census Metropolitan Area (CMA). Organizations that are physically located outside of target CMA may apply, but must deliver programs to children / youth / families living within the CMA. Version 1 (September 8, 2017) 2

3. Application Specific Questions 3.1 What is the deadline to submit my application? All materials associated with an application must be received by the Youth Strategies Branch, (the Ministry ) no later than Friday, September 29, 2017, 11:59p.m. EST. 3.2 Do I have to use the template to complete my application? Yes, applicants must use the template to complete their application. The correct application template is Version 1, dated July 19, 2017 and can only be downloaded from the website: Ontario.ca/BlackYouthActionPlan. 3.3 Do I have to submit a budget as a part of my application? Yes. As indicated in section 2.1 of the Together We Can Youth Mentorship Program Application all applications must include the following: One completed application template; One completed Budget Template; and Two reference letters. Any applications that do not include all three elements will not receive a score for the missing element. This will negatively impact the success of the application. 3.4 Do I have to use the Excel Document embedded in the application to complete my budget? Yes, to support consistent reviews of the applications, applicants should use the Excel Document embedded in the Together We Can Youth Mentorship Program Application posted on the website to complete their budget. 3.5 What is the budget? While actual costs will be negotiated with each selected applicant, the maximum amount of funding available for each initiative is up to $160,000 per full fiscal year. If successful, applicants would need to complete a few standard steps [e.g. agency risk assessment, etc.] before entering into a transfer payment agreement [i.e. funding contract] with the ministry. 3.6 When completing the budget, what is the maximum organizations can allocate to start-up costs? There is no set maximum organizations can allocate to start-up costs, however the budget should maximize the investment in program activities that will directly impact one or more of the program outcomes listed in section 1.3 of the Together We Can Youth Mentorship Program Application (e.g. Building strong cultural identities). 3.7 When completing the budget, what is the maximum organizations can allocate to administrative fees or overhead costs? The maximum allowable overhead (administrative fees) is 10% of the overall program budget. Overhead refers to fixed, indirect costs (i.e. rent). Staff costs could be a part of program delivery, or administrative costs. For more information on allowable budget items, please see Appendix A. Version 1 (September 8, 2017) 3

3.8 Who can provide reference letters? Reference letters can be provided by anyone, including youth from the community, agency clients, community members and partners. It is not recommended that reference letters be written by individuals that currently work for the lead or partner organizations. The objective of the reference letters is to: Demonstrate your organization s connection to the community; Outline your organization s capacity to benefit Black children, youth and families; Demonstrate the anticipated impacts on youth and the community where the initiative will be delivered; and/or Demonstrate the anticipated impacts on the local service system (e.g. other youth service agencies, schools). One reference letter can be written and signed by an individual or a group of people (i.e. it can include multiple testimonials from youth, community leaders, etc.). 3.9 What if I do not submit any reference letters? Any applications that do not include reference letters will not receive a score for that section. 3.10 How many reference letters can I submit? Applicants must submit two reference letters. Applicants cannot submit more than two reference letters. 3.11 What if I submit more than two reference letters? Only the first two reference letters attached to the application package will be read. 3.12 Does the mentorship program have to be a one-to-one mentorship approach? Can I apply using a different mentorship model? Mentorship can come in many different forms such as group mentoring, peer-to-peer or online mentorship. Applicants are expected to outline their mentorship approach in the application. The mentorship model must be evidence-informed and must contribute / be linked to the outcomes identified in Section 1.3 of the Together We Can Youth Mentorship Application. 3.13 Where can I find evidence and information on different mentorship models? There are resources on websites such as The Exchange by YouthRex and the Ontario Mentoring Coalition that can provide applicants with evidence to help determine the mentorship approach. 3.14 How should I cite any research papers or evidence I ve provided? If applicants are citing specific research papers or additional evidence, please include them in the footnotes of the application. Any citation style is accepted. Applicants may also hyperlink citations to the specific works. 3.15 What if I don t have my project partners ready to participate with my organization by the application deadline? The application asks program partners be identified. All partners indicated in the application should be aware that they are part of the application. Applicants do not need to have already formed a formal partnership / agreement to work together by the application deadline. Version 1 (September 8, 2017) 4

If successful, the partnership will be formalized in the funding agreement with the ministry and may require additional documentation, such as a Memorandum of Understanding. 3.16 What is the application criteria? An inter-ministerial committee will review and assess the applications based on the criteria listed in section 2.3 of the Together We Can Youth Mentorship Application. 3.17 The application criteria (Section 2.3) says that the lead organization and campaign partners must be willing to participate in a Collective Impact and Cultural Identity (CI 2 ) Approach. What is the penalty if the lead organization and campaign partners are not willing to participate in a CI 2 Approach? The CI 2 Approach is integral to the success and sustainability of the Ontario Black Youth Action Plan. Applicants who are not willing to participate in a CI 2 Approach, or who answer No to question 2c in the Application template, will impact the success of your application. 3.18 What is the Youth Mentorship Program Community of Practice? The Community of Practice consists of the current organizations delivering youth mentorship programs under the Ontario Youth Action Plan. This community provides an opportunity for organizations working in this space to share ideas and best practices on serving youth facing barriers 3.19 The application asks to identify whether or not my organization attended a Community Co-Design Session. If I did not, will that affect my score? No, this question is for information purposes only. 3.20 The application asks to describe the service delivery milestones and expected timelines for the initiative to be up-and-running by May 2018. Can we take more or less time than that? We recognize that program start-up may take time so our objective is for applicants to identify when their program can begin based on their start-up needs. Ideally, programs can begin serving youth in May 2018. 3.21 Is there a minimum target of youth that the mentorship program has to serve in order to be approved? There is no set minimum service volume, or target of youth served for the Together We Can Youth Mentorship Program. The scoring criteria (section 2.3) asks that applicants set a realistic target for number of youth the program plans to serve based on the organization / collective s capacity. 3.22 Is there a minimum amount of time mentors should be spending with mentees? There is no minimum timeframe for mentors working with youth. Whatever the mentorship approach is, it should be evidence-informed. There are resources on websites such as The Exchange by YouthRex and the Ontario Mentoring Coalition that may provide applicants with some evidence to inform the mentorship approach. 3.23 The application asks to identify the Beneficiary Community. What is the definition of community? The programs under the Ontario Black Youth Action Plan must be delivered in one of our three Black Youth Action Plan target regions: Windsor, the Greater Toronto and Hamilton Area or Ottawa. These regions were selected based on black population density and Version 1 (September 8, 2017) 5

availability of culturally-relevant services. The size of the region is based on the Census Metropolitan Area. Community refers to the specific area within the target region that the program will serve (e.g. Scarborough in the GTHA, Ford City in Windsor or Vanier in Ottawa). Applicants may identify multiple beneficiary communities. 3.24 The application indicates that the Youth Mentorship Program must provide mentorship opportunities to Black youth between the ages of 6-25 in one of the three BYAP target communities. What percentage of mentorship participants must be Black to qualify? The Ontario Black Youth Action Plan uses the definition of Black in its most inclusive sense to reflect the diverse ancestry, origins and ethnic identities of individuals of African and Caribbean descent. The term is based on self-identification, is not mutually exclusive and is used by Statistics Canada. That said, the objective of the Ontario Black Youth Action Plan is to reduce outcomes disparities for Black children, youth and families in target communities. Programs will be expected to collect race-based data and to help measure their progress towards the outcomes listed in Section 1.3 and the broader outcomes of the Plan as a part of the Collective Impact and Cultural Identity Approach (CI 2 ). 3.25 The application asks to highlight an organization s experience delivering mentorship programs. Can we highlight our partners experience as well? Yes, applicants may highlight the lead and / or partner organization s experience (or collective s experience) in Section 2 of the Application. 3.26 The application indicates that all mentors and mentees must participate in an evidence- based training process to familiarize themselves with culturally-focused mentorship and learn skills that will contribute to a successful match. Does the ministry provide this training? The ministry does not deliver training. Applicants are expected to create and deliver training as a part of their program design and implementation. 3.27 When will we find out if we re successful? When will we get the funds? After the closing date there will be a selection process. Successful applicants will be notified and the contract drafting process will begin. The Ministry is committed to moving as quickly as possible, however the timelines will depend on the number of applications received. Funding could be available as early as Spring 2018. 3.28 If we are not successful, can we request feedback on our applications? Absolutely! There will be a set period for applicants to request feedback on their applications following the completion of the selection process. 3.29 Will there be another opportunity to apply for the Youth Mentorship Program? The ministry is not foreseeing a further expansion of the Youth Mentorship Program at this time. However, unsuccessful applicants are encouraged to explore other funding opportunities, including the Youth Opportunities Fund. Version 1 (September 8, 2017) 6

Appendix A: Allowable Budget Items Applicants should include a proposed budget (please use the budget template) in their application itemizing start-up costs (i.e. one-time costs) associated with establishing the Program as well as regularly occurring costs associated with the maintenance thereof (i.e. allowable ongoing expenses). By way of clarification, allowable expenses under the Ministry s Program Supports and Administration guidelines include: Program All costs incurred by the agency for the delivery of the initiative. Included in this account line are: Costs incurred by the selected applicant for the establishment and maintenance of the initiative and related services; Program supplies used by staff to carry out programs (e.g. room rental, supplies, materials for training, learning and / or life skills supports, printing, telecommunication equipment); Program equipment and furnishings (purchases not exceeding $1,000 per item; the cost of an item or any component making up the whole item not exceeding $1,000 in a fiscal year); The cost of maintenance and repairs of program equipment and furnishings; Accident insurance costs where they are specific to special program activities and not otherwise included in allocated central administration; and Costs incurred by the selected applicant to successfully deliver the initiative to high-risk youth including cash for mentors to pay for activities with mentees; food and travel stipends for participants to attend/participate in activities identified as relevant to meet mentees goals; costs associated with screening and training mentors. Salaries and Benefits Gross salary and wage payments to full-time, part-time, temporary, occasional, summer or other program staff including employer s cost of all employee benefits. This includes mandatory benefits such as CPP, EI, EHT, etc.; benefit plan costs for Group Life AD&D, LTD, Extended Health, Dental, etc.; other benefits such as Workers Compensation. Travel Costs incurred by program staff and / or volunteers as outlined in the Management Board of Cabinet Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time. This would include allowances per kilometer for use of personal automobiles; bus, train, taxi; parking fees; costs of repairing and maintaining vehicles leased or owned by the selected applicant; auto insurance paid by the selected applicant; and other travel related incidental costs including meals, accommodation. The Ministry will fund up to the most practical and economical means of travel. Staff Training Costs incurred by the selected applicant in the recruitment and education of staff and / or volunteers. This would include the cost of reference materials supplied by the selected applicant Version 1 (September 8, 2017) 7

to staff and / or volunteers and other related expenses incurred by the selected applicant including training and equipment. NOTE: Program supplies do not include items that become the personal property of a participant. Allocated Central Administration Allocated central administration costs (no more than 10% of total budget) associated with governing and operating an organization directly related to the administration and delivery of the initiative. They do not include those program administrative functions that directly support service to the client. Costs could include: Salaries / benefits of the Executive Director or other management staff who spend all or a portion of their time dedicated to administrative functions; secretarial functions that are not fully dedicated to specific programs; Human resources, finance, information systems and legal staff; Purchased professional services that are not client related, including all costs incurred in purchasing professional services for which the selected applicant itself does not employ staff (e.g. fees for administrative or corporate legal work, audit or bookkeeping fees, costs to develop or maintain information systems); Office expenses, including computer costs, telephone, printing / copying, stationary, postage and courier, office equipment rental and repairs, periodicals, journals and microfilming; Advertising costs related to the recruitment of staff; Financing and fund raising costs; Insurance including the cost of fire, theft, damage, as well as bonding and liability insurance for staff, board members and volunteers; and Fees paid to professional associations. Costs that may be pro-rated are: Staffing costs where staff members perform both central administration and program functions. Pro-rating should be based on an estimate of staff time devoted to administrative or program delivery activity; Building occupancy costs. Pro-rating should be based on area allocated to central administration functions. Central administration costs associated with agency programs that the Ministry does not fund, will not be funded by the Ministry. Building Accommodation All costs related to the building space or facilities occupied by the agency and the surrounding grounds. Included in this account line are: Rental of space used by the agency in providing service to its residents including administrative offices and other facilities. If this rental includes the cost of heat, water, light, property taxes, and other related costs, the entire sum is reported; Version 1 (September 8, 2017) 8

The cost of any of the following, unless the cost of one or more of them is included in the rent: heating, fuel, water, gas, and electricity; Janitor supplies, such as soaps, detergents, disinfectants, and supplies for washrooms such as paper towels, toilet paper, soap, light bulbs, etc.; and All insurance costs for premises, furnishings and equipment. Excluded are Directors and Officers Liability and Professional Malpractice Insurance, and auto insurance for agency owned and leased vehicles, which is reported in Travel. Version 1 (September 8, 2017) 9