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Documentary Heritage Communities Program (DHCP)

Grants to Canada Nonprofits for Heritage
Preservation and Documentation

Agency Type:

Federal

Funding Source:

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Library and Archives Canada (LAC)

Conf. Date:

12/21/18

Deadline Date:

01/08/19 11:59 PM EST

Description:

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Grants to Canada nonprofit organizations for heritage documentation and preservation. Funding is intended to support activities that improve digitization methods, cataloguing, information access, and networking among historical societies, archives, libraries, and other organizations with collections of regional or local significance.

Library and Archives Canada (LAC) invests funds annually through the Documentary Heritage Communities Program. The Program aims to ensure that Canada's continuing memory is documented and accessible to current and future generations by adopting a more collaborative approach with local documentary heritage communities.

The DHCP provides financial assistance to the Canadian documentary heritage community for activities that:

- Increase access to, and awareness of, Canada's local documentary heritage organizations and their holdings
- Increase the capacity of local documentary heritage organizations to better sustain and preserve Canada's documentary heritage

In addition, this year's funding call focuses on strengthening the networks of local documentary heritage communities across Canada.

The Program offers two contribution categories - small contributions and large contributions. In addition, since the cost of living and doing business in remote areas is higher, the Program offers a higher level of support within each of these two contribution categories for applicants located in remote areas. (See Additional Eligibility below for further details.)

Eligible Projects and Activities

1. Objective 1 - Increase access to, and awareness of, Canada's local documentary heritage organizations and their holdings:

- Conversion and digitization for access purposes
- Development (research, design and production) of virtual and physical exhibitions, including travelling exhibits
- Collection, cataloguing and access-based management
- Commemorative projects

2. Objective 2 - Increase the capacity of local documentary heritage organizations to better sustain and preserve Canada's documentary heritage:

- Conversion and digitization for preservation purposes (including interviews to capture oral history)
- Conservation and preservation treatment
- Increased digital preservation capacity (excluding digital infrastructure related to day-to-day activities)
- Training and workshops that improve competencies and build capacity
- Development of standards, performance and other measurement activities

Eligible Projects and Activities (examples - this list is non-exhaustive):

- Collection, cataloguing and access-based management
- Conservation and preservation treatment (for example, restoration of books or documents)
- Conversion and digitization for access and/or preservation purposes
- Development of standards, performance and other measurement activities
- Development (research, design and production) of virtual and physical exhibitions, including travelling exhibits
- Documentary heritage conference
- Increasing digital preservation capacity (excluding digital infrastructure related to the applicant's ongoing operations)
- Oral history: Conducting interviews, preservation of and access to born-digital records
- Training and workshops that improve competencies and build capacity

LAC may provide financial assistance for projects to cover the following costs:

- Expenditures for general administrative and travel costs, which combined may not exceed 20% of the contribution provided (this does not apply to travelling exhibitions or workshop delivery/attendance)
- Travel costs for staff working on DHCP-funded projects (consistent with the National Joint Council's Travel Directive)
- Salaries and wages associated with a DHCP-funded project
- Costs associated with consultants and/or elders, including fees and travel related to the project (consistent with the National Joint Council's Travel Directive)
- Costs associated with the purchase and/or rental of equipment and software for the purpose of conversion, digitization, preservation and cataloguing
- Costs associated with administration, shipping fees, promotion and communication expenses related to the project (excluding translation), as well as costs associated with the launch of the project and acknowledgement/visibility of the contribution provided by the Government of Canada
- Staff and/or consulting costs associated with the evaluation of project results
- Consulting costs associated with the translation of communication material produced as a result of the project, as well as for the development of official-language minority communities and Advancement of English and French (section 41 of the Official - Languages Act)
- Insurance costs associated with a travelling exhibition
- Training, competency and capacity-development activities
- Professional costs for conservation/preservation treatments
- Hospitality costs associated with project launches and small gifts (under $100) to elders for Indigenous projects

Project Assessment Criteria:

- Relevance and community engagement
- Project planning and management
- Budget analysis
- Evaluation/expected outcomes
- Organization's capacity to deliver
- Risks Associated with the Proposed Initiative

(For additional specifications of Assessment Criteria, see URL for Full Text below.)

GrantWatch ID#:

GrantWatch ID#: 177613

Estimated Total Program Funding:

$1,500,000

Estimated Size of Grant:

1. Small contributions:

- Below $25,000 per project for up to two years. The maximum level of support is $24,999 per project. (This includes multi-year projects for up to two years, for which the total maximum funding is also $24,999.)
- For organizations located in remote areas: Up to $29,999 per project. (This includes multi-year projects for up to two years, for which the total maximum funding is also $29,999.)

2. Large contributions:

- Between $25,000 and $50,000 per project, per funding cycle for up to three years. (Total maximum funding for multi-year projects is $150,000.)
- For organizations located in remote areas: Up to $60,000 per project, per funding year. (Total maximum funding for multi-year projects is $180,000.)

Term of Contract:

- Small Contributions: LAC will consider multi-year funding for up to two years. This includes organizations located in remote areas.
- Large contributions: LAC will consider multi-year funding for up to three years. This includes organizations located in remote areas.

Additional Eligibility Criteria:

Eligible Recipients:

Local documentary heritage organizations eligible to apply to the DHCP are non-profit organizations with a mainly local or regional focus that hold collections of primarily local or regional significance. The organizations applying to the DHCP must own the documentary heritage collections for which they seek funding. They can be incorporated or non-incorporated and include the following:

- Libraries
- Archives
- Historical societies
- Professional library and archival associations
- Genealogical organizations/societies
- Organizations with an archival component
- Indigenous organizations and Indigenous government institutions

- Small Contributions: Both incorporated and non-incorporated, non-profit documentary heritage organizations can apply. Non-incorporated documentary heritage organizations require a letter of reference from a recognized national association or their municipal, provincial or territorial government.
- Large contributions: Only incorporated non-profit documentary heritage organizations can apply.

Additional support for organizations located in remote areas: For the LAC, "remote areas" refers to locations of organizations that are 80 kilometers or more from the nearest established community with a population of at least 1,000 people. In addition to this definition, DHCP applicants may consult the Canada Revenue Agency's list of locations included in prescribed zones to help determine their eligibility as an "organization in a remote area."

Reaching out to official language minority communities and promoting English and French: The DHCP must ensure that all necessary measures are put in place to support the development of official-language minority communities in Canada and to promote the full recognition, use and Advancement of English and French (section 41 of the Official Languages Act) in Canadian society.

All successful recipients from previous funding cycles that are incorporated are eligible to apply for multi-year funding.

Should a non-incorporated organization wish to apply, LAC requires a letter of reference from a recognized national association or its municipal, provincial or territorial government. LAC encourages non-incorporated organizations to partner with incorporated organizations. All organizations must provide proof of non-profit status. In addition, incorporated applicants must provide proof of incorporation (for example, Letters Patent, Certificate of Continuance, Certificate of Incorporation, a letter from the Canada Revenue Agency).

Ineligible Recipients:

- Businesses, government institutions, organizations without archival components, publicly funded libraries, universities and colleges are ineligible to apply for funding under this call for proposals. This also applies to otherwise eligible organizations that do not own the documentary heritage collection for which they have developed a project and are seeking funding.

- A non-profit organization that is administered by, or receives more than 50% of its regular annual operational funding from, any level of government is ineligible to apply for funding under this call for proposals.

- An ineligible applicant can still participate and/or collaborate in a project submitted by an eligible applicant, by providing the latter with in-kind or financial assistance. However, an ineligible organization or collaborator cannot financially benefit from the contribution, nor can it be a co-applicant, a named partner or a third-party recipient.

Ineligible Projects and Activities (Examples) - The following list is non-exhaustive:

- Acquisition activities, or creating a new documentary heritage collection with items that are not (yet) in the organization's possession
- Activities related to a documentary heritage collection that is not in the applicant's custody
- Clearing backlogs of received materials, which the applicant organization would normally process as part of its ongoing operations
- Creation of a book, magazine, theatre script or other product related to or featuring documentary heritage
- Digitizing a documentary heritage collection for which the organization does not have the copyrights
- Oral history: Making a documentary
- Renovating a building
- Taking photographs of artifacts (for example, statues, medals, art objects)

Artifacts or objects (statues, globes, medals, etc.) are not eligible items.

Ineligible Expenditures - LAC does not provide project funding for salaries, wages, travel, material, supplies, capital assets and other costs related to the following:

- Ongoing operations (day-to-day activities), including clearing backlog (materials received that have not yet been processed), with the exception of materials related to a special project not part of regular operational plans
- Maintenance costs including office space rent/lease, overall management, heating, and maintenance of systems/equipment
- Acquisition of documentary heritage and related activities
- Creation of documentary heritage content (for example, books or documentaries)
- Hospitality, other than those exceptions listed in the section above
- Capital expenditures (related to fixed assets)
- Development of project proposals or application under the DHCP or for other federal programs
- Salaries paid to staff of any level of government
- Any costs that would have been incurred had the project not been undertaken
- Employment Insurance, Canada Pension Plan and other benefits
- Taxes (for those organizations that are exempted or that may be reimbursed)

Pre-proposal Conference:

The LAC offers webinars to answer general questions about the DHCP and to offer tips on how to apply. Upcoming webinars are as follows:

- Project Timeline Form

English: Thursday, December 6
French: Friday, December 7
1:30 p.m. - 3:00 p.m. EST (UTC-5)

- General Questions related to the DHCP

English: Thursday, December 20
French: Friday, December 21
1:30 p.m. - 2:00 p.m. EST (UTC-5

Registration: As spaces are limited, applicants are requested to send an email to bac.contributions.lac@canada.ca with their name, title, organization, telephone, email, and webinar number no later than noon the Wednesday prior to the event. An invitation with the log-in details to the webinars will only be sent to those who have registered. It is recommended that applicants book a boardroom if several members of their organization wish to participate.

Information regarding webinars may be found on the application portal at https://bac-lac.fluidreview.com/.

Pre-Application Information:

The deadline for submitting a completed application package is January 8, 2019, before 11:59 p.m. Eastern Standard Time (EST) (UTC-5). LAC will not accept proposals received after the deadline.

All applications must be submitted through the DHCP online portal.

Organizations must submit their application documents in English or French, or a combination of both official languages.

For questions, please contact a DHCP advisor by telephone or by email in accordance with the following deadlines:

- The deadline for submitting any questions about this call for proposals is January 3, 2019, before 4:00 p.m. EST (UTC-5)
- The deadline for any technical questions related to the online application portal is January 8, 2019, before 4:00 p.m. EST (UTC-5)
- In keeping with its service standards, LAC responds to queries submitted by telephone and e-mail within three business days.

LAC will announce recipients for the 2019–2020 funding cycle in the spring of 2019.

The LAC offers webinars to answer general questions about the DHCP and to offer tips on how to apply. For further information, see Pre-Proposal Conference above.

If an organization is party to more than one application submitted, or if it has not yet completed previously approved projects, the applicant must demonstrate the capacity to carry out multiple projects. If an applicant submits more than one application, the order of priority for each project must be indicated.

- Small Contributions: LAC provides 100% of funds at the beginning of the project. (This does not apply to multi-year funding for small contributions.)
- Large Contributions: LAC will provide 85% of the annual contribution at the beginning of the project and hold back 15% until receipt and approval of the Interim Report. LAC may consider advanced funding.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

To apply online:
https://bac-lac.fluidreview.com/

Documentary Heritage Communities Program
Telephone: 819-997-0893 or 1-844-757-8035 (toll-free in Canada and the United States)
TTY: 613-992-6969 or 1-866-299-1699 (toll-free in Canada)
Email: bac.contributions.lac@canada.ca

Library and Archives Canada
The Documentary Heritage Communities Program
550 de la Cité Boulevard
Gatineau, Quebec K1A 0N4

URL for Full Text (RFP):

Geographic Focus:

Canada: Alberta   British Columbia   Manitoba   New Brunswick   Newfoundland and Labrador   Northwest Territories   Nova Scotia   Nunavut   Ontario   Prince Edward Island   Quebec   Saskatchewan   Yukon