Supporting a Humanitarian Workforce to Respond to COVID-19 and other Large-Scale Emergencies
Terms and Conditions

1. Authority

Paragraphs 4(1), 6(1)(a) and 6(1) (c) of the Department of Public Safety and Emergency Preparedness Act (S.C. 2005, c. 10) authorize the Minister of Public Safety and Emergency Preparedness to make grants and contributions.

Paragraphs 3 and 4(1)(m) of the Emergency Management Act (S.C. 2007, c. 15) authorize the Minister of Public Safety and Emergency Preparedness to establish policies and programs with respect to emergency management.

Since 2021-22, the Government has provided funding to Public Safety Canada to support the Red Cross and other NGOs in enhancing and maintaining a humanitarian workforce to provide surge capacity in response to COVID-19 and other large-scale emergencies.

2. Program description and objectives

Program Description

The Supporting a Humanitarian Workforce to Respond to COVID-19 and Other Large-Scale Emergencies Program (“the Program”) is a contribution program that will provide funding to nongovernmental organizations (NGOs) so that they may build capacity and deploy to respond to COVID-19 and other large-scale emergencies.

This Program will support readiness and specific deployments of NGOs by providing them with some targeted funding to bolster their readiness capacity and deployment ability. The development of a humanitarian workforce will thus strengthen the preparedness and emergency response capacity in Canada by leveraging the contributions of the NGOs, as well as by enhancing whole-of-society collaboration. This Program will enhance and maintain a humanitarian workforce to provide an agile and responsive surge capacity.

Program Objectives

The objective of the Program is to enable NGOs to support Canadians' needs stemming from COVID-19 and other large-scale emergencies.

Through the provision of funding to recipient organizations under this Program, these organizations will contribute to increase Canada's capabilities and capacity to reduce the impact of large-scale emergencies on Canadians.

3. Expected results

This Program falls under the Public Safety Canada (PS) Departmental Results Framework Core Responsibility: Emergency Management. The Departmental result is: “Canada can effectively mitigate, prepare for, respond to, and recover from all-hazards events”.

Immediate Outcomes

The expected immediate outcomes of this Program include that the NGOs funded will have the capacity to: respond to requests for support following large-scale emergencies; and support community risk reduction and emergency management response to all-hazard events, including to address the specific needs of communities that face social, cultural and economic marginalization.

With respect to capacity to respond to requests for support following large-scale emergencies, indicators and targets include:

• the number of remunerated personnel and volunteers that have the training to perform humanitarian workforce functions in the context of this program (target at least 3800 each year), and,
• the percentage of days funded organizations maintained capacity to respond to all-hazards events (target 75% annually).

With respect to capacity to support marginalized populations in an emergency event indicators and targets include:

• number of cultural competency and cultural safety sessions attended by remunerated personnel and volunteers from recipient organizations (target 15 per year).

Intermediate Outcomes

The expected intermediate outcomes of this Program include that: the NGOs funded respond to requests for support as required by impacted jurisdictions; that NGOs funded support community risk reduction and emergency management response to all-hazard events; and that NGOs funded have at least three capabilities as outlined in the Canadian Core Capabilities List.

With respect to responding to requests for assistance as required by impacted jurisdictions, indicators and targets include:

• the number of remunerated personnel and volunteers from funded organizations that are available to support all-hazards response (target 3800 each year);
• the number of deployments (target N/A); and,
• the number of collaborations established by recipient organizations to address specific needs of marginalized communities (target approximately 5).

With respect to supporting community risk reduction and emergency management response to all-hazard events, indicators and targets include:

• the percentage of recipient organizations with plans for engaging vulnerable communities (target 100% per year);
• the number of deployments (e.g., flood response) (target N/A); and,
• the number of NGOs with measures/collaborations that can address barriers in socially, economically or culturally marginalized communities (target 2).

With respect to having at least three capabilities as outlined in the Canadian Core Capabilities List, indicators and targets include:

• the percentage of NGOs funded that can demonstrate at least three capabilities (target 100% per year).

Ultimate Outcome

The expected ultimate outcome of this Program is that a whole of community approach is used to develop, maintain, and improve preparedness, response and recovery for all-hazards risks.

Indicators and targets include:

• the percentage of stakeholders indicating they were adequately engaged in the preparation for events affecting the national interest (target 80%).

4. Eligible recipients

A limited number of eligible recipient organizations will be initially identified for the Program, using the criteria below.

Additional organizations can also come forward for consideration, and the DM Emergency Management Committee (DM-EMC) could approve these organizations if they meet the criteria of this program. In these situations, an assessment of the organization and criteria would be documented and shared with DM-EMC. Once an additional organization (i.e., beyond the small number of organizations initially identified) has been approved, it will then also be added to the process for consideration of deployment funding.

All eligible recipients that may submit funding proposal under this program must demonstrate:

• a presence in, and ability to provide domestic services in, Canada (including having a distinct Canadian chapter);
• that they are incorporated under Canadian law;
• that they operate as a not-for-profit organization;
• national reach;
• history (over last five years) of mobilizing quickly to respond to large-scale domestic emergencies, such as floods, wildfires and pandemics;
• capacity to enter into a contribution agreement with PS and to undertake project and financial monitoring and reporting activities;
• capabilities and five years' experience in one or more key areas:
  • public health and emergency medical services (to provide rapid lifesaving medical services to reduce illness, injury and death);
  • emergency operational coordination (to establish and maintain coordinated disaster management and operational structures that integrates all EM partners at all levels);
  • emergency logistics (to deliver essential commodities, equipment, and services in support of impacted communities);
  • emergency social services (to provide short-term social services to the affected or displaced populations – i.e., emergency lodging, food, clothing, personal services, reception centre);
  • training and education (to conduct training, certification and education to improve the performance, knowledge and interoperability of relevant EM partners);
  • psychosocial health (to provide crisis and behavioral health support for affected persons, with an emphasis to reducing future risk);
  • specialized response resource – Disaster Search and Rescue (to support and or deliver and sustain search and rescue capability needs in impacted areas); and,
  • working with, or providing support to, one or more groups such as the following: socially or economically marginalized communities, Indigenous peoples, or diverse ethno-cultural communities); and,
• ability to provide services in both official languages.

5. Eligible projects

Capacity-building projects and deployment projects are eligible.

Eligible projects for funding under the Program must aim directly to reduce the impact of COVID-19 or other large-scale emergencies in Canada and fall under one or more of the following streams:

• Stream 1: Emergency Readiness: Capacity Building
• Stream 2: Emergency Response:
  • Stream 2A: Supporting Emergency Response and Recovery through Risk Reduction.
  • Stream 2B: Virtual Relief Services; and,
  • Stream 2C: Surge health and emergency management services.

The following projects are not eligible for funding under the Program:

• Projects that are already funded by another order of government; and/or
• Projects that have received an approval for funding from any Government of Canada Department or Agency at any time.
• Projects that are eligible for funding under another Government of Canada program, unless a request to such other program was not approved or the situation is deemed exceptional (determined through the Program's governance).

Should new sources of funding become available, recipient organizations must disclose this information immediately to PS.

Stream 1 – Emergency Readiness: Capacity Building

This stream supports the development of a humanitarian workforce by supporting the activities of NGOs to build, and maintain, the necessary human resource capacity and competencies to rapidly deploy on short notice to support the response to all-hazard emergency events. This includes readiness to deploy to meet the specific needs and requirements of socially, culturally and economically marginalized groups and communities, including building the necessary cultural competencies and collaborations to address these needs and address any barriers to access or engagement. It also includes activities to build the human resource readiness to rapidly respond and undertake the activities associated with stream 2. Eligible activities that could be pursued under this capacity building funding stream include:

• strengthening governance, management, training, and operations systems (i.e., to scale-up for larger operations, including enhancing an organization's ability to reach vulnerable groups);
• adapting protocols and procedures to address the needs of specific communities and to address barriers to participation;
• recruitment and training of personnel and volunteers (i.e., training related to COVID-19 and other large-scale emergencies);
• adapting protocols, procedures or techniques to the COVID-19 context (e.g., health and safety protocols); and
• cultural competency training and cultural safety training.

Stream 2 – Emergency Response - Deployment

Stream 2A – Supporting Emergency Response and Recovery through Risk Reduction

This stream would aim to support the efforts of recipients to reduce the risks to public health posed by large-scale emergencies such as COVID-19 and other disasters. This includes specific initiatives to provide relief to disproportionately impacted groups. The type of activities eligible under this stream is broad and varied, but must generally fall within the following groups:

Facilitating community risk reduction through education, assessment, and implementation of risk-reduction protocols

This eligible activity includes, through supporting community risk reduction education related to COVID-19 and other large-scale emergencies, assisting vulnerable communities in better understanding their risks and in facilitating community action to reduce risk and build resilience. Risk reduction activities include: community risk assessment, as well as resiliency and preparedness training for individuals, households and organizations. Community assessments may involve mapping vulnerabilities, capacity and assets as well as the provision of recommendations to inform response and mitigation.

Complementing the implementation and operations of quarantine sites, isolation sites and evacuation centres

This eligible activity includes complementing the implementation, coordination and logistics of quarantine and isolation sites, as well as evacuation centres, by carrying out a multitude of activities including: site coordination activities (e.g., reception, registration, basic needs, personal assistance); nursing and other medical activities; referrals to safety and wellbeing resources; psychosocial support; and, rapid mobilization of personnel to assist with the acceptance of incoming conveyances of people.

Providing training on preventing disease transmission and the use of personal protective equipment

This eligible activity includes the provision of training on infection prevention and control (IPC), epidemic prevention and control (EPC), and the use of personal protective equipment (PPE) online and directly to end users. This training can include a robust set of skills to stay safe and reduce the risk of infection in a variety of scenarios. Additionally, this activity can include the deployment of specialized epidemiological control teams which can help provide organizations with advice and implementation support for measures to reduce to the transmission of COVID-19 (e.g., establishing a dedicated space for the removal of contaminated PPE).

Coordinating the acquisition and distribution of emergency response supply

This eligible activity includes acquiring and storing a stock of equipment and supplies in critical locations so that it may be deployed on short notice in response to a domestic disaster. This can include procuring and storing supplies and equipment such as: PPE, beds, blankets, tents, or other structures (e.g., those that could be used as emergency shelters, field hospitals, respiratory or vaccination clinics). These supplies could be deployed in support of Canadians affected by

COVID-19 or other large-scale emergencies to complement current and future operations.

Supporting non-governmental organizations response and recovery

This eligible activity includes further distributing funding to NGOs that can achieve a specific objective in line with the Program: i.e., eligible organizations may bring forward project proposals that include measures to further distribute funding to non-government and community organizations for response and recovery activities. These activities would need to be separate and distinct from other federal funding programs, and must focus on emergency response and recovery from large-scale emergencies other than COVID-19. Such organizations could be supported in: management of emergency evacuation centres; clean-up of public and private property; and, assistance to individuals and families returning home following evacuation.

Stream 2B – Virtual Relief Services

Funding provided under this stream aims to enable recipient organizations to deliver virtual relief services, including specific measures for groups disproportionately impacted by the emergency. Eligible activities in this stream could include:

Providing information and referral

This eligible activity includes providing support by giving relevant information and referrals to established community resources with the capacity to assist individuals and families enduring a crisis. This may also provide individuals requiring assistance with a virtual non-medical needs assessment, if required.

Emergency social services

This eligible activity includes, as part of relief efforts, coordinating support for emergency lodging, food and personal services where there is an identified gap in ensuring that basic needs are met (e.g., by booking and paying for accommodations for evacuees). Recipient organizations can also provide psychosocial support directly through virtual services as needed. These coordination support activities can be executed at a distance via telephone or the internet.

Stream 2C – Surge Health and Emergency Management Services

Funding provided under this stream enables recipients to provide surge health and emergency management services to areas heavily impacted by large-scale emergencies such as pandemics and natural disasters. Eligible activities in this stream could include:  

Deployment of Emergency Response Teams

This eligible activity includes provision and deployment of field hospitals and mobile respiratory clinics. Governmental health delivery efforts may be augmented through surge capacity provided by recipient organizations. These organizations can deliver healthcare support in highly impacted areas through the deployment of emergency response teams (e.g., a standardized, modular package of trained clinical and non-clinical staff and equipment that can deploy on short notice and provide standalone healthcare services).

Deployment of Testing Assistance Teams

This eligible activity includes the deployment of testing assistance teams, rapid response capacities constituted of regional teams that are able to deploy on-site to fill critical gaps in testing capacity. Their core function is to offer emergency testing capacity to Provinces/Territories, remote and isolated communities, including Indigenous communities, should existing capacity be overwhelmed. This work would support communities by enabling the swift identification and isolation of infected individuals, thereby facilitating the containment of pandemic outbreaks.

Outbreak Crisis Management

This eligible activity includes providing additional public health capacity in high-demand areas that could support public health response efforts to contain the spread of COVID-19. Examples of public health skills that the recipient organizations would provide within its care teams include:

• IPC / EPC measures, such as technical advisory on donning / doffing areas and training staff on PPE;
• Occupational health and safety;
• Psychosocial support;
• Risk communications;
• Nursing (e.g., for screening, contact tracing in rural and remote communities, vaccinations etc.); and,
• Relevant cultural competencies (such as language), to support deployment in Indigenous communities.

Outbreak Crisis Management teams would be deployed across Canada in response to outbreaks, including in remote areas, to provide various types of support, including: support for the operation of isolation sites and quarantine sites for infected individuals; contact tracing follow-up in rural and remote communities in support of local health authorities who would lead; case management and recovery services; deployment of field hospitals; support to existing facilities (e.g., residential and long-term care homes); psychological support and personal care services.

Support to a national vaccination program

This eligible activity includes supporting the participation of Canadians in mass vaccination programs. This can include the provision of information and referrals, and the promotion and coordination of a national vaccination campaign, vaccinating individuals, as well as stock management support as needed.

Support for emergency management response and recovery

This eligible activity includes providing specialized disaster case management services to support evacuees returning home in their early recovery from large-scale emergencies. Recipient organizations can support disaster-affected communities by providing clean-up kits and equipment to assist with the removal of debris and damage. Further, recipient organizations can also assist with repairs to non-primary dwellings, decontamination of private property and infrastructure, as well as public infrastructure to a level exceeding its pre-disaster condition to enhance resilience to future disaster events. Recipient organizations can also provide accessible transportation services, to ensure the accessibility of medical and assisted-living supports to vulnerable Canadians. This transportation enables individuals to attend critical health appointments, access social services, and provide necessary support to caregivers.

6. Eligible expenditures

Funds may be used only for expenditures directly related to the activities described in the proposal and in the budget of the project approved by the review and decision committee (section 12).

Eligible expenditures, including expenditures resulting from a redistribution of funds by recipients, are:

• Salary, including benefits and overtime for paid administrative and operational employees engaged in eligible activities;
• Emergency equipment and supplies (such as PPE, medical supplies, cots, tents, etc.);
• Medical equipment ($10,000 or less per acquisition);
• Movement and transportation of equipment;
• Material shipping & handling;
• Transportation services;
• Sustainment of deployed personnel and volunteers;
• Operational supplies (such as emergency social services and basic needs: emergency lodging, food and clothing for individuals and families);
• Professional services (e.g., legal, accounting, and auditing services, should the capacity not already exist in the organization);
• Incremental insurance fees for operations;
• Minor capital acquisitions net of disposal ($10,000 or less per acquisition);
• Program supplies and materials ($10,000 or less per acquisition);
• Travel and living expenses related to the delivery of the project;
• Rental (equipment);
• Rental (facilities);
• Computer services, research costs and collection and analysis of statistics;
• Translation and simultaneous interpretation activities;
• Printing and distribution activities directly related to eligible activities;
• Costs associated with restoring infrastructure to a level exceeding its pre-disaster condition for enhanced resilience (subject to limitations set out in section 11);
• Decontamination of private property and infrastructure, and public infrastructure to a level exceeding its pre-disaster condition (subject to limitations set out in section 11);
• Repairs to a non-primary dwelling, and building materials associated with said reconstruction (subject to limitations set out in section 11);
• Hospitality in the Indigenous context will be considered as an eligible expense for:
  • gatherings
  • feasts
  • ceremonies
  • circles
  Hospitality in this case takes the form of food and drink but does not include alcohol.
• Other costs, as approved in writing by the Minister of Public Safety and Emergency Preparedness.

The recipient organization is authorized to apply a 12% administrative flat fee against the actual eligible Public Safety-funded expenditures incurred in order to cover indirect costs, including overhead, and this flat fee is an eligible expenditure. In all financial reports, the 12% shall be reported as a flat fee. Administrative expenses covered within the flat fee shall not be included in other line items. Where there will be further distribution of funds, the maximum administrative fee remains at 12%, but can be shared between the recipient organization and ultimate recipient(s) for a combined total not exceeding 12%.

Any contribution agreement with the recipient organization will impose a contractual obligation that the recipient cannot claim reimbursement for travel and living expenses exceeding the per diem rates and allowances of the National Joint Council.

In special circumstance, for approved projects, eligible expenditures incurred after receipt of a funding application and its project proposal by Public Safety Canada but prior to formal approval through expenditure initiation may be considered eligible for reimbursement. These expenditures are not automatically paid and will be considered only after a funding agreement has been signed, and only if they were justifiable under the circumstances and qualified as being part of the eligible expenditures listed above (subject to the Minister's discretion).

Furthermore, tax paid by the recipient organization for goods and services for which it is entitled to tax credit or reimbursement will not be reimbursed through this Program.

Ineligible expenditures

For greater certainty, ineligible expenditures include, but are not limited to:

• Capital costs, such as land, buildings, vehicles and most other capital costs (more than $10,000 per acquisition);
• Hospitality, except in the Indigenous context as described above under eligible expenditures;
• Core or ongoing operating expenses;
• Amortization and interest (cost of borrowing);
• Travel not directly related to the project; and
• Profit, defined as an excess of revenues over expenditures.

7. Stacking limits

The maximum level (stacking limit) of Total Government Assistance (federal/provincial/municipal assistance for the same purpose and eligible expenses) shall not exceed 100% of the eligible expenditures.

The recipient organizations will disclose all confirmed and potential sources of funding for the same eligible expenses when requesting access to the Program's funds for a proposed project (service under and activity stream) before the start, during and at the end of a project.

The recipient organization may only claim the portion of eligible expenditures that are not otherwise reimbursed through another program

The Minister will ensure that the federal contribution of the transfer payment is based on the Total Government Assistance received (federal, provincial and municipal assistance for the same purpose and eligible expenses). This includes assistance such as all grants, contributions and any other assistance including non-monetary/in kind contributions being considered; and any other grant or contribution for which the applicant may be eligible.

The repayment of any amount exceeding the Total Government Assistance limit will be calculated on a pro-rated basis (based on Total Government Assistance received towards the same eligible expenses) and shall be a debt to the Crown.

8. Maximum amount payable

The maximum amount payable per project or initiative in FY 2021-2022 is $40M for stream 1 and $43.2M for stream 2; and in FY 2022-2023 is $42M for stream 1 and $23.2M for stream 2. The maximum amount payable per project or initiative in FY 2023-24, FY 2024-25, and FY 2025-26 is $36.3M each year for stream 1 and stream 2 combined. Within these amounts, there is no established limit regarding the maximum amount of the contribution that can be made to a recipient organization.

The maximum contribution for an individual project shall not exceed the identified level of funding approved through the review and decision process (section 12).

9. Method used to determine the amount of a contribution

Contribution amounts for individual projects will be determined in accordance with section 12 having regard to the recipient organization's planned activities, budget submissions, other sources of funding and the availability of program funds.

Any assistance is provided at the minimum level required to further the attainment of the stated transfer payment program objectives and expected results.

10. Basis of payments

Subject to the paragraphs below, the Minister will issue progress payments to reimburse the recipient organization for incurred eligible expenditures, which will be based upon receipt and acceptance by the department of financial reports (cashflow statements and/or financial statements) and project reports.

If, due to exceptional circumstances, advance payments are requested by the recipient organization, and determined to be justified, the advance payments will be issued based on the cashflow requirements the recipient organization has identified, as well as the receipt and acceptance by the department of financial reports (cashflow statements and/or financial statements) and project reports.

A final payment (holdback) will be made only upon receipt and acceptance of final financial reports (cashflow statements and/or financial statements) and project reports.

The department reserves the right to audit and/or review any project or contribution agreement.

11. Proposal requirements

A project submission from the recipient organization will cover the following:

• Identification of the stream(s) and service category(ies) being targeted by the proposal;
• The amount of funding requested for the individual project;
• A description of the project, including a clear articulation of:
  • What the project consists of;
  • How the project(s) addresses an urgent relief need;
  • The direct link between the relief need and large-scale emergencies.
• A description of the project's objective(s) and expected outcome(s) and how they contribute to the Program's expected results;
• A description of the population, including known vulnerable population(s), that the project will benefit;
• Inclusion of a detailed, itemized budget that clearly outlines the categories of work and expenditures for which the financial contribution is being requested, as well as other sources of revenue, where applicable;
• Inclusion of a plan outlining key activities for which the financial contribution is being requested as well as an articulation of the necessary resources to conduct the activities;
• Inclusion of a declaration required to prevent the risk of conflict of interest, including:
  • Disclosure of any apparent, actual or potential conflict of interest in compliance with Canada or the Province's laws, regulations or policies, as the case may be, and disclosure of the involvement of any former public servants or public office holders subject to the Values and Ethics Code for the Public Sector, the Conflict of Interest Act (S.C. 2006, c9), or the Parliament of Canada Act (R.S. 1985, c. P1-1.01);
  • Registrant as lobbyists as required under the Lobbying Act (applicants shall provide assurance that, where a lobbyist is utilized, they are registered in accordance with the Lobbying Act and that no actual or potential conflict of interest exists nor any contingency fee arrangement); and,
  • Role of any Government of Canada official, if a Government of Canada official is to participate on an advisory committee or board. Such involvement must not be seen to be exercising control on the committee or board on the use of funds.
• Contact information of the recipient's project authority.

PS will require that the following elements be addressed by the recipient organization prior to the execution of a funding agreement; these elements may be covered in the relevant funding agreement, where applicable:

• Identification of stakeholders/collaborators and a description of their level of engagement, as applicable;
• Identification of potential project implementation risks that may impact the recipient's ability to deliver on the project, and mitigation measures to address them;
• A description of the internal measures to conduct implementation monitoring and performance management;
• In order to support PS's obligations under Part VII of the Official Languages Act, an indication whether and how the needs of official language minority communities were considered, where appropriate (such as for proposed stakeholder engagement activities); and,
• Any actions required on the part of the recipient organization should a risk of conflict of interest be identified.

In order to avoid interference with eligible activities and expenditures set out in provincial/territorial disaster recovery programming and/or federal programs such as the federal Disaster Financial Assistance Arrangements Program (DFAA) or Indigenous Services Canada's Emergency Management Assistance Program (EMAP), proposals from recipient organizations will only include eligible activities and expenditures for which the recipient organization does not expect to be reimbursed by any provincial/territorial government under provincial/territorial disaster recovery programming or by the Government of Canada under any other federal program.

Project proposals with a further distribution of funds component

The recipient may further distribute funds under Stream 2 - Supporting non-governmental organizations response and recovery.

Should the recipient organization wish to propose a project where funds from this Program will be further distributed, the following will be required, at minimum.

• A description of the aim, scope and intended results of the proposed project;
• A summary of the supporting evidence that led to the proposal (research, request from another level of government, requests from associations, etc.) – further detailed information should be available on request;
• The nature of the support the further distribution of funds is meant to address;
• The amount of funding requested for payments or to be further distributed under the project;
• The maximum amount an individual recipient could receive under the proposed project;
• The project performance monitoring measures; and,
• End date of the project.

Further distribution of funds can only be to organizations capable of entering into a legal agreement with the recipient organization.

Complete proposals will be submitted to PS for consideration.

12. Application review and decision process

For capacity-building, requests originate from organizations requesting funding for a specific capacity-building project. For deployment funding, a request for assistance (RFA) shall have first been received from the requesting jurisdiction pursuant to the guidelines established by the Minister.

PS performs an initial review and analysis of proposals against the terms and conditions of its program. The purpose of this review is to ensure that the proposal is appropriate and complete for review by DM-EMC. Challenge functions (i.e., due diligence) with respect to the organization's proposed budget, work plan and project requirements are gathered and managed by PS at the program administration level.

Prioritization criteria for specific capacity-building projects include the following:

• extent to which the project builds capacity to respond to urgent relief need(s);
• extent to which the project builds capacity to respond to a range of large-scale emergencies (e.g., COVID-19 pandemic, flooding event, wildfire event);
• extent to which the project builds capability not already available; and,
• extent to which the project builds capacity to respond to the unique needs of at-risk populations.

For deployment funding, if necessary (i.e., if multiple organizations have submitted proposals for the exact same project), PS would select which proposal (s) would be put forward for funding consideration. Prioritization criteria include:

• demographic and geographic reach and accessibility;
• the extent a proposal addresses the most urgent need including vulnerable populations;
• the specific skills, capacities, and capabilities of an organization for the proposed project (including experience working with, or providing support to groups such as socially or economically marginalized communities, Indigenous peoples and diverse ethno-cultural communities);
• value for money;
• specific requirements and preferences of requesting jurisdictions; and,
• the distribution of funding support provided to organizations to date.

A special meeting of DM-EMC will be convened to discuss capacity-building proposals. Capacity-building proposals will be circulated to members of DM-EMC at least five business days prior to this meeting. For both capacity-building and deployment funding, DM-EMC discusses the proposal and provides an ultimate recommendation for funding. DM-EMC will be engaged on an accelerated basis for deployment proposals given urgent operational requirements of the relevant emergency. Ultimately, informed by the recommendation of DM-EMC, the DM of Public Safety Canada, on behalf of the Minister of Public Safety and Emergency Preparedness, would approve proposals for funding (or alternately, decide not to fund).

In addition to the prioritization criteria noted immediately above, DM-EMC's prioritization criteria also includes:

• severity of need; and
• regional considerations, including health care system capacity of rural and remote regions and the regional balance of support provided to date.

If the proposal is approved for funding, a new contribution agreement must be entered into or an amendment to an existing contribution agreement must be made.

If the proposal approved for funding includes the further distribution of any portion of the funds the recipient organization receives under this Program, this organization shall have independence in its choice of a specific recipient (e.g., other NGOs).

In addition, where appropriate, the funding agreement between the Minister and the recipient organization shall include provisions pertaining to the further distribution of the funds including a provision stipulating that the recipient organization has independence in the choice of a specific recipient (e.g., other NGOs), and a provision stipulating that the recipient organization is not an agent of the Crown in any respect, including any decision that the recipient organization makes with respect to the further distribution of funds. The funding agreement will also require the recipient organization to include the same requirements in its arrangements with the eligible recipients to whom the funds are further distributed.

Funding agreements between the Minister and the recipient organization under this Program will include a provision stating that the Minister has the right to audit the recipient organization as well as any other party to whom the recipient organization further distributes funding, as required by the Treasury Board Directive on Transfer Payments.

13. Financial and performance reporting

The recipient organization will be expected to provide regular project financial and performance reports, based on project risk, including information on results achieved to support the Program's performance management strategy. The details will be laid out in funding agreement(s) for approved projects.

14. Intellectual property

All intellectual property rights recognized by law in any intellectual property that is first conceived, developed, produced or reduced to practice utilizing or arising out of the Minister's contribution to the recipient organization under any funded project (“Intellectual Property”) will belong to the recipient organization or one of its subcontractors or any other third party it has contracted with, as soon as they come into existence. To the extent that such rights will be owned by its subcontractors or other third parties, the recipient organization shall secure the rights needed to grant the licence referred to below. When relevant, PS will encourage the recipient organization to transfer within the emergency management community, knowledge acquired and best practices developed through the project.

The recipient organization will be contractually required to grant to the Minister a fully paid, royalty-free, irrevocable, worldwide, non-exclusive and worldwide license to exercise all intellectual property rights in any Intellectual Property that the recipient organization is required to provide to the Minister or maintain under the terms of the relevant contribution agreement, including, without limiting the generality of any of the foregoing, all financial reports, cashflow statements, final activity reports, audits, and project records produced in relation to the funded project.

15. Official languages

Public Safety Canada will implement this program in accordance with its obligations under the Official Languages Act and related regulations and policies. It will ensure that communications with the public about the program will be in both official languages, and that all information otherwise made available as it relates to this program will be made available in both official languages.

For any proposed project, the recipient organization will be required to consider and demonstrate how the project responds to the needs of official language minority communities and the impact it may have on these communities. The recipient organization will be contractually required, through the contribution agreement(s), to ensure that its communications with and delivery of services to Canadians are in both official languages. The recipient organization will also be required to ensure that information made available about any projects that are funded is available in both official languages.

16. Privacy

The recipient organization will be contractually required, through the contribution agreement(s) entered into, to incorporate the protection of personal information in its activities in accordance with all applicable laws enacted to protect personal privacy and the confidentiality and security of personal information.

17. Program duration

The Supporting a Humanitarian Workforce to Respond to COVID-19 and Other Large-Scale Emergencies program expires on March 31, 2026.

Date modified:

2023-07-11