Before you apply

Read the guidelines for the Documentary Heritage Communities Program (DHCP) to learn about the program and find additional resources.

Important notice

Did you know that another funding opportunity is offered to First Nations, Inuit and Métis Nation organizations seeking support in their efforts to digitize their existing culture and language recordings? Consult the Listen, Hear Our Voices initiative web site for more information, or to apply.

Guidelines 2022–23

Overview

Library and Archives Canada (LAC) provides $1.5 million in contributions each year through the DHCP (“the Program”).

This is a conditional payment issued to a recipient organization for a specific purpose, as outlined in a funding contribution agreement. LAC and the recipient organization sign a contribution agreement, which specifies the terms and conditions to receive payment. Every recipient organization is required to submit an interim report and a final report to LAC.

LAC receives applications once every year through a call for proposals and funds the best project proposals after rigorous reviews of eligibility, feasibility and merit.

Objectives

The DHCP aims to ensure that Canada's continuing memory is documented and accessible to current and future generations.

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; and
  • increase the capacity of local documentary heritage organizations to better sustain and preserve Canada's documentary heritage

Who can apply

Local documentary heritage organizations eligible to apply to the DHCP are non-profit organizations that hold collections of mainly local or regional significance:

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

All applicants must be privately funded (50% or more) with the exception of Indigenous organizations/government institutions.

Different funding conditions apply to incorporated and non-incorporated organizations, as well as to organizations that have received DHCP funding in the past.

Ineligible applicants

  • Businesses (for profit)
  • Government institutions (except Indigenous government institutions)
  • Publicly funded organizations (such as municipal libraries)
  • Educational institutions (such as schools, colleges, universities)

Furthermore, non-profit organizations that are administered by a government entity or that receive more than 50% of their annual operating funding from any level of government without having to request it, are ineligible to apply for funding under the DHCP.

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 cannot act as a co-applicant or official partner, nor can it benefit financially from the contribution.

What can be funded

The DHCP can provide funding for specific projects that relate to either or both of the program's objectives.

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

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

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

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

Eligible projects and activities

Examples:

  • Migrating a collection or holdings to an online database
  • Enhancing your finding aid with archival standard descriptions, translations and transcriptions
  • Recording interviews with local veterans about their experiences during the Second World War or interviews with local Indigenous Elders about their experiences, traditions and culture (oral history interviews—see note below)

  • Please note that recording an oral history interview is an eligible activity under the DHCP, whereas editing the recording is not (with the exception of adding subtitles and translations). Editing oral history recordings is considered to be creating new documentary heritage, such as books, documentaries, podcasts, etc.

  • Conserving and/or restoring portraits or photographs of historical and/or local significance
  • Creating an exhibition based on a specific collection
  • Developing and sharing best practices and policies for processing holdings
  • Digitizing a mixed media collection or local oral history interviews
  • Digitizing newspapers for which the applicant owns the copyright
  • Organizing a documentary heritage conference

Organizations applying to the DHCP must own the documentary heritage collections for which they seek funding. This means your organization must have either the originals in its possession or cleared any questions related to rights and permissions before you submit your application.

Furthermore, artifacts or objects (such as statues, globes or medals) are not eligible for inclusion in projects funded under the DHCP.

Ineligible projects and activities

Examples:

  • Acquiring a new collection
  • Projects involving documentary heritage collections that the applicant does not own, that are not originals, or for which the applicant does not hold appropriate rights and/or permissions
  • Activities related to artifacts or objects (such as statues, globes or medals)
  • Creating a book, magazine, theatre script, documentary film or podcast that features a collection
  • Editing oral history recordings into documentaries or short clips for publication on the web
  • Clearing backlogs of received materials, which the applicant organization would normally process as part of its ongoing operations
  • Developing an exhibition with material that is not in the applicant's custody
  • Renovating a building

Eligible costs include

LAC may provide financial assistance for project-related expenses only, which may include:

  • Translating project-related communications material or descriptive information (such as metadata) into English or French, particularly for official-language minority communities
  • Administration, shipping, promotion and communication expenses related to the project
  • Salaries and wages for project staff and consultants, and any travel expenses (consistent with the National Joint Council's Travel Directive)
  • Honoraria for Indigenous Elders
  • Buying and/or renting equipment and software required for the project (for example, to convert, digitize, preserve or catalogue)
  • Purchasing materials required for the project (such as archival boxes)
  • Project launch event costs, such as hospitality and acknowledgement/visibility of the contribution provided by the Government of Canada
  • Gifts to Indigenous Elders, valued at less than $100 each
  • Insurance costs for a travelling exhibition
  • Professional costs for conservation/preservation treatments
  • Project results evaluation costs (for example, staff or consultants to report on progress and results)
  • Training, competency and capacity-development activities

Expenditures for general administrative (such as office supplies) and travel costs combined must not exceed 20% of the total contribution provided (this does not apply to projects involving travelling exhibitions or workshop delivery/attendance).

Ineligible costs include

LAC does not provide funding for salaries, wages, travel, material, supplies, fixed assets and other costs related to ongoing operations, as well as to costs related to:

  • Acquiring documentary heritage
  • Expenses that would have been incurred if the project had not been undertaken
  • Capital expenditures (related to fixed assets)
  • Creating content about documentary heritage (like books or documentaries based on a collection)
  • Developing a project proposal or application for the DHCP or other funding programs
  • Employment Insurance, Canada Pension Plan and other benefits
  • Hospitality, other than the exceptions listed above
  • Honoraria for oral history interviews
  • Maintenance costs including office space rent/lease, heating, repairs, and maintenance of the building, systems and/or equipment
  • Salaries paid to staff at any level of government
  • Percentage for contingency expenses
  • Taxes (for organizations that are exempt or eligible for reimbursement)

Available funding

DHCP funding can cover up to 100% of a project's eligible expenses.

When appropriate and feasible, we encourage organizations that have received funding from the DHCP in the past to submit applications in partnership with other eligible organizations, as well as to secure other sources of funding.

The Program will award eligible projects as follows:

Small projects: Up to $24,999

  • Duration is up to one year.
  • Both incorporated and non-incorporated non-profit organizations can apply.
  • Indigenous government institutions can apply.

Large projects: Between $25,000 and $50,000 (or up to $60,000 for organizations located in remote areas)

  • Duration is up to one year.
  • Incorporated non-profit organizations can apply.
  • Indigenous government institutions can apply.

Multi-year projects:

Organizations that have received DHCP funding in the past and that have completed their project(s) can apply. A project is considered “completed” once LAC accepts the organization’s project-end report.

Small multi-year projects: Up to $24,999
  • Duration is up to two years.
  • Total funding cannot exceed $24,999.
Large multi-year projects: Up to $50,000 per year (or up to $60,000 for organizations located in remote areas)
  • Duration is up to two years.
  • Incorporated non-profit organizations can apply.
  • Indigenous government institutions can apply.
  • Total funding cannot exceed $100,000 (or $120,000 for organizations in remote areas).
Summary of available funding
LimitsSmall ProjectsLarge ProjectsSmall Multi-Year ProjectsLarge Multi-Year Projects
Maximum funding per year$24,999$50,000 ($60,000 for organizations in remote areas)$24,999$50,000 ($60,000 for organizations in remote areas)
Maximum duration of project1 year1 year2 years2 years
Maximum funding per project$24,999$50,000 ($60,000 for organizations in remote areas)$24,999$100,000 ($120,000 for organizations in remote areas)

Since the cost of living and business is higher in remote areas, the Program provides additional assistance to organizations in remote areas:

  • Eligible organizations can apply for large projects for up to $60,000, and for large multi-year projects for up to $120,000 over two years.

Consult the Canada Revenue Agency's list of locations included in prescribed zones to help determine your eligibility as an “organization in a remote area.” Your organization also qualifies if it is located 80 kilometres or more from the nearest established community with a population of at least 1,000 people.

Limit of government assistance

Please note that organizations can apply for only one project each funding cycle. Furthermore, organizations can carry out only one DHCP-funded project at a time.

To ensure your project's success, we encourage you to secure other sources of funding. This may include contributions from your organization, the private sector or other levels of government. The maximum level of financial assistance from LAC and other levels of government (federal, provincial or territorial, and municipal) for the same project cannot exceed 100% of eligible project-related costs.

How to apply

Before you start:

  1. Read these guidelines in their entirety.
  2. Test the eligibility of your organization and project.

You must meet all eligibility requirements and submit a complete application package prior to the application deadline to be considered for funding.

Apply through the LAC funding portal

The LAC funding portal enables you to submit your application and complete any requirements easily and securely. Please note that LAC will not accept any application submitted by another method, such as email or mail. LAC strongly recommends that each applicant organization create and use only one account. Once created, the account can be used for multiple funding requests.

Applications must be submitted in either English or French.

During the call period, you may save your information on the LAC funding portal and later return to complete your application.

Once you have submitted your application, you will receive a confirmation email. At this point, your application will be locked and you will not be able to make any further changes.

Completing the application package

A complete online application package includes the following:

  • Organization profile, including mandatory documents as requested in the LAC funding portal:
    • Proof of non-profit status or registration as a charitable organization (see note below)
    • Proof of incorporation, if you are an incorporated organization (see note below)
    • Letter of reference, if you are a non-incorporated organization, from a recognized national association or any level of government (municipal, provincial or territorial—see note below)

    • Please note that the three previous documents are mandatory for all applicants, with the exception of Indigenous government institutions.

    • Financial statements for your last two completed fiscal years (audited if available)
    • Annual report or strategic plan
    • Organizational chart
    • List of current board members and full-time staff
  • Project information, including mandatory forms as requested in the LAC funding portal:
    • Project Budget Form
    • Project Timeline Form
  • Depending on the proposed project, you may also need to include the following supporting documents:
    • Proposals, agreements and/or terms of reference for tenderers, consultants, etc.
    • Letters of intent or confirmation letters (for example, from project hosting venues)
    • Confirmation of other sources of funding
    • Partnership information (if you are submitting a project in partnership with another eligible organization)
      • Identify the organization as partner in your application
      • Provide an organization profile and supporting documents (see list above) for your partner
    • Confirmation of copyright, if a project involves a newspaper collection

Application deadline

The next call for proposals will open on October 13, 2021, for projects starting April 1, 2022. The deadline for submitting a completed application package is January 12, 2022, at 11:59 pm Pacific Standard Time (PST). We will not accept proposals received after the deadline.

Deadline for submitting questions

  • General questions about this call for proposals: December 20, 2021, before noon PST.
  • Technical questions related to the LAC funding portal: January 12, 2022, before noon PST.

In keeping with our service standards, we aim to respond to telephone and email queries within three business days.

How applications are evaluated

Assessment process

To be considered for funding, organizations must meet the eligibility criteria and submit a complete application package.

LAC evaluates all applications in three phases:

Figure 1. Assessment
process
LAC advisors first review applications for eligibility. LAC experts then review applications for feasibility. Finally, the External Advisory Committee focuses on the merits of the projects.
Figure 1 - Text version

The 3 phases of evaluation:

  1. Eligibility (LAC advisors)
  2. Feasibility (LAC experts)
  3. Merits Comparison (External Advisory Committee)
 

The DHCP assessment process is guided by the Program's objectives, LAC's priorities, and broader Government of Canada objectives. In addition, the Program is focused on continuing to strengthen local documentary heritage communities and networks across Canada.

We encourage organizations, whenever appropriate and feasible, to work together when developing and pursuing their projects. Collaboration and partnerships are particularly valued in cases where past DHCP-funded organizations play a leadership role in the documentary heritage community. Furthermore, we encourage non-incorporated organizations to partner with incorporated organizations.

LAC bases its funding decisions on organizational and project eligibility, project feasibility, comparative merit, program priorities, available funding and regional representation. LAC strives to fund as many organizations as possible every year.

The DHCP is highly competitive. Total requested funding always exceeds available resources. If your organization and project are eligible, submitting an application is therefore by no means a guarantee of funding.

Funding decisions

The DCHP External Advisory Committee recommends the most meritorious projects to the Librarian and Archivist of Canada, who makes the final funding decision.

The funding decision of the Librarian and Archivist of Canada is final and not subject to review or appeal.

We aim to announce DCHP recipients in the spring.

Project assessment criteria

Relevance and community engagement:

  • The project clearly aligns with DHCP objective(s).
  • The applicant organization clearly identifies the relevance and benefits of the project (for example, collection, learning events and other activities) to its target audience.
  • The project responds to a need (internal or external) demonstrated by the applicant organization.
  • The project is relevant and has a significant impact in the documentary heritage and/or in the broader community (for example, it fosters collaboration or sharing outcomes such as knowledge or resources).
  • Where relevant, support and interest from other funders or partners is shown and documented.

Project planning and management

  • The project timeline is feasible, and human resources are appropriate to accomplish the project.
  • The organization demonstrates sound project-management methods, including planned risk mitigation measures.
  • The organization clearly outlines the project’s scope, activities and expected results.
  • The project incorporates relevant best practices and established standards, or innovative design and/or delivery elements that contribute to achieving the expected results.

Budget analysis

  • The applicant organization provides a forecast and timeline of eligible expenditures and revenues for the project.
  • The project receives financial or other support from other sources.
  • The contribution amount requested meets the minimum level required to support the achievement of the stated objectives and expected results.
  • The contribution amount requested is appropriate, given the other sources of funding provided to the applicant organization.

Evaluation/expected outcomes

  • The evaluation strategy is appropriate to assess the success of the project.
  • The evaluation strategy is clearly articulated and linked to outcomes and outputs (indicators, data collection, etc.)
  • The project and its short- and long-term outcomes are clearly identified, realistic and sustainable.

Applicant organization's capacity to deliver

  • The applicant organization's operating budget reflects fiscal responsibility (in other words, expenses and revenues are appropriate).
  • The organization demonstrates that it has or is able to obtain the capacity to undertake the proposed project (i.e. project management capacity, subject-matter expertise).
  • The organization demonstrates readiness to implement the project.

Risks associated with the proposed project

  • The project proposal demonstrates knowledge of potential risks (for the applicant organization, partner organization and/or the proposed project) and potential mitigation measures.

Application processing time

Please refer to the Documentary Heritage Communities Program service standards or contact the Program.

You will receive a system-generated email within 24 hours of submitting your application package through the LAC funding portal. That email serves as an official acknowledgement of the receipt of your application.

After you apply

How funding is provided

LAC provides financial assistance in the form of contributions. A contribution is a conditional payment issued to your organization for a specific purpose, as outlined in a contribution agreement. LAC and the recipient organization sign this agreement, which specifies the terms and conditions to receive payment.

Both parties must sign a contribution agreement before LAC can provide funding.

Recipients with small projects (up to $24,999) will receive 100% of funds at the beginning of the project.

Recipients with large projects ($25,000 and over) will receive 85% of funds at the beginning of the project, and LAC will withhold 15% percent until it has received and approved the Interim Report.

Recipients with multi-year projects will receive funding over multiple fiscal years. Recipients will receive 100% of funds at the beginning of each fiscal year if the yearly amount of the contribution is less than $25,000. However, if the yearly amount of the contribution is $25,000 to $50,000 (or up to $60,000 for organizations located in remote areas), recipients will receive 85% of funds at the beginning of each fiscal year, and LAC will withhold 15% until it has received and approved the Interim Report.

The Program may provide advance funding based on a demonstrated need, such as the recipient organization's identification of cash-flow requirements. Advance payments may be non-conditional (issued without receipt of a report) or conditional upon the receipt of a financial report and/or other report deemed relevant to the Program.

Recipient organizations may redistribute funding to one or more eligible third parties, but they must indicate the name and contact information of all third parties and the nature of the work they will undertake.

Funding conditions

For a complete description of funding conditions, consult the General Terms and Conditions of the Contribution Agreement. Please note the following:

  • LAC provides financial assistance in the form of contributions and may modify the requested funding amount following its review of projected expenses.
  • All recipient organizations are required to submit an Interim Report (October) and a Final Report (April) through the LAC funding portal—exact dates are indicated in the contribution agreements.
  • For multi-year projects, recipient organizations must complete and submit an Interim Report and a Final Report for each government fiscal year in order to receive the subsequent year's funding.
  • Should recipient organizations not submit a Final Report, they will not be eligible for future DHCP funding and may be asked to repay the contribution received.
  • Once the contribution agreement has been signed and funding has been allocated, recipient organizations may transfer up to $5,000 between expenditure categories in their project budget. If more than $5,000 is to be reallocated, recipient organizations must contact the DHCP team in order to obtain written approval from LAC.

Official-languages requirements

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

The term “official language minority communities” refers to English-speaking communities in Quebec and French-speaking communities in the rest of Canada.

The DHCP encourages organizations that apply for funding to provide their products in both official languages (for example, translations of item descriptions).

Public acknowledgement of financial assistance

In accepting funding from LAC, all recipient organizations are required to publicly acknowledge the financial assistance they receive as per the Guide on the Public Acknowledgement of Financial Assistance from Library and Archives Canada. All funding information is considered confidential until LAC has made a public announcement of the funded projects.

Disclosure of information

By submitting your application package, you authorize LAC to disclose any information submitted with this application within the Government of Canada or to outside entities for the purposes of:

  • reaching a decision
  • evaluating the results of the project
  • transparency, accountability and citizen engagement

Audit of recipients and evaluation of program

The Librarian and Archivist of Canada reserves the right at any time during the term of the contribution agreement with a recipient organization and, for up to five years after the end of the agreement, to undertake an evaluation to ensure compliance with the terms and conditions of the agreement.

Tools and resources

Refer to the DHCP Glossary to clarify the terms we use in these Guidelines.

Visit our Tips for success page to get a selection of useful resources to help you in your application process.

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