application guide for grant applications

In 2022, the Foundation has adopted a new electronic grants application portal, which is now used to receive all applications for the Fondation J. Armand Bombardier (grants and scholarships).

By following the instructions below, you will save precious time in preparing your request.
Ready to go? Let’s begin!

STEPS TO FOLLOW TO SUBMIT AN INTENT FORM

If this is your first visit, you will have to create a user account by filling out the registration form. To do so, we invite you to consult the “Registration Form” section of the program you are interested in

If you already have an account, simply log in to the platform by entering your credentials. Forgot your password? Don’t worry, it will be easy to reset it by entering your email address and then clicking on the “Forgot your password?” link. You will receive an email to create a new password.

Note: We are aware that with any new technology, technical incidents may occur. We thank you in advance for communicating them to us by email in order to help us improve the platform: fondation@fjab.qc.ca.

To access our new platform, simply use the following link:
https://www.grantinterface.ca/Home/Logon?urlkey=JAMGrant

For Francophone users, we invite you to choose “Français” in the Google option “Sélectionner une langue” at the top left of the screen (see image below). You will then have access to the entire platform in French.

If this is your first visit to our platform, you must select the “Create a new account” option on the home page.

Note: The e-mail address is the system’s primary means of identifying a user. If you have submitted an application to the Foundation before June 2022 and your current e-mail address was linked to the application, the system will recognize it and automatically associate you with the organization for which that application was submitted.

If this is the case, you will not need to enter the information below. However, please check the address associated with the organization. If it is no longer up to date, please inform us by e-mail at fondation@fjab.qc.ca and we will make the correction. You can then turn to the Applicant Dashboard section.

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Select the option “Create a new account” on the home page. 

INFORMATIONS ABOUT THE ORGANIZATION

Name of the organization: Indicate the name of the organization as it appears in the Canada Revenue Agency directory (legal name), in CAPITAL LETTERS.

Website: Provide a link to the organization’s website (if applicable). If the organization does not have a website, leave the box blank.

Telephone number: Enter the organization’s general telephone number (e.g., front office). If the organization does not have a general telephone number, enter the telephone number where the organization’s management can be reached.

Organization email address: Provide the general email address of the organization (e.g. info@…). If the organization does not have a general email address, provide the email address where the organization’s management can be reached.

Address: Indicate the organization’s mailing address.

When you have completed all the fields, click on the “Next” button at the bottom right of the window. The next window to be completed will appear.

USER INFORMATION

Click on “Copy organization address”. This button is located at the top left of the window.

First and last name: Fill in the sections with your first and last name.

Title: Fill in the title of the position you hold within the organization. If you are a volunteer, indicate “Volunteer”. If you are a board member, indicate “Board Member”, etc.

Email: Indicate the email address you use as a staff member or volunteer with the organization. If you are a volunteer and do not have an organizational email address, provide the general email address (e.g. info@…) or the email address where the organization’s Executive Director can be reached.

Primary phone number: List the phone number you use most often in your duties for the organization. If you are a member of the Board of Directors, provide the organization’s general telephone number or the telephone number where the organization’s Executive Director can be reached.

Secondary phone number: Provide your secondary phone number (if applicable).

Address: Provide the mailing address of the organization.

When you have completed all the fields, click on the “Next” button at the bottom right of the window. The next window to be completed will appear.

INFORMATION ON THE EXECUTIVE DIRECTOR

If you are the organization’s leader, check the “YES” box.

If you are not the leader of the organization, check the “NO” box.

Once you have checked the appropriate box, click on the “Next” button at the bottom right of the window. The next window to be completed will appear.

ADDITIONAL INFORMATION ABOUT THE EXECUTIVE DIRECTOR

If you answered “NO” to the previous question, the next pop-up window will ask you to complete the fields related to the person in charge of the organization.

When you have completed all the fields, click on the “Next” button at the bottom right of the window. The next window to be completed will appear.

PASSWORD

Create a password respecting the security parameters imposed: minimum of 8 characters; of these 8, at least one lower case, one upper case, one number, one non-alphanumeric character (!@#$%?&*()¨Ç:L”‘^>°`).

Once you have created your password, click on the “Create Account” button at the bottom right of the “Password” window.

You will receive an email confirming the creation of an account in the platform. Click on the link in the email you received to confirm your registration.
If you do not receive the confirmation email, you still have the option to continue. Just click on “I did not receive the email”.

Once you have completed all of these steps, you will have officially created an account on the Foundation’s platform. Congratulations!

Once you have completed the registration steps, you will be taken to the Applicant Dashboard page.

To begin your application for funding, click on the “Apply” button at the top left of the screen. This will take you to the application page where you will see all of our available programs.

Select the “Grants Application” program by clicking the “Apply” button at the very end of the program title line.

Please note that the “Preview” button on the left hand side of this same line will give you access to a preview of the application form to be completed. 

Please note: If you are eligible to apply for a grant renewal as specified in the “Next steps” page (Option 2) of our website, you will receive a personalized communication from us approximately two months prior to submitting your renewal application to the Grants Committee.

You will receive an access code to complete the restricted grants renewal application process. Once you have selected this process, please follow the instructions from the “Step Two – Solicitation of a Complete Application” section to complete your application.

IMPORTANT: The intent form is identified as LOI (Letter of Intent) in the platform. This step is a quick and concise way to introduce the organization, mission or projects for which you would like to receive financial support from the Foundation.

We expect concise answers, which can then be detailed in a complete application (called “Application”), if requested by the Foundation.

Important: Only the intent form (LOI) will be reviewed. It is therefore unnecessary to send us any other documentation by email. 

GENERAL INFORMATION

Mission statement: Please enter your organization’s official mission statement.

Development factors: Please check the fulfillment factor(s), as defined by the Foundation, that are relevant to your organization’s activities. For more information on these factors, please consult the “Philanthropic intention” page of our website.

Charitable status: If your organization is registered as a charity with the Canada Revenue Agency (“CRA”), check “YES” and please provide your registration number in the fill-in-the-blank window that will appear.

Please note: Only organizations registered with the CRA can submit a grant request.

Note:
At the top right of the screen you will see the “Collaborate” button. This allows you to invite someone from your organization to collaborate in the preparation of the form, if required. You can determine the type of authorization: can view, can edit, can submit. 

REQUEST

Title of request: Please write the title of the project for which you are seeking financial support. If you are applying for mission support, please indicate “Core-mission funding”.

Type of support requested: Please indicate the type of support desired as described in the “Financial support types” section of our website.

Project description: Please describe in 1200 words or less the nature of your request. Depending on the type of support requested, please include the following:

Core-mission funding:

    • Summary description of the organization’s activities
    • Scope of the organization (number/type of participants, community, specific clientele if applicable)
    • Current/anticipated challenges
    • Focus (what change do you want to achieve, what are your goals/ambitions/wishes)

Mission funding – specific program:
If the request is for a specific program, please provide a general overview of the organization and describe the above items as they relate to the specific program. In addition, please indicate the other partners involved and the proportion of the amount requested relative to the overall program budget.

Project:

    • Brief description of your organization and its activities
    • Identified need
    • Scope of the project (number/type of participants, specific clientele if applicable)
    • Duration/timeline of the project
    • Summary budget of the project
    • Partners involved (or potential partners)

Major campaign:

    • Brief description of your organization and its activities
    • Financial goals of the campaign
    • Projects supported by the campaign (indicate the one for which you wish to obtain the Foundation’s support, if applicable)
    • Campaign timeline (silent/public phase)
    • Amounts raised to date
    • List of partners (confirmed and potential)

Expected results: These outcomes can be both qualitative and quantitative. Here are some sample questions that you can use to develop your response:

  • What changes do you want to contribute to?
  • What effects do you anticipate in the participants?
  • What will the project make possible?
  • How many people are targeted?

Amount requested: Enter the amount you are requesting.

Desired duration of request: Indicate the desired duration of support for your request. If you are requesting mission funding, indicate that you are seeking support for the next 12 months. Unless otherwise noted, mission support is provided on an annual basis.

If the amount requested is for multiple years, enter the total amount and check the number of months for the desired duration. For example, if you are requesting $40,000 annually for 3 years, enter $120,000 and check 36 months.

Please note: With the exception of major campaign and project requests, the Foundation currently makes few multi-year gifts.

Application time constraint: This section is used to assess how quickly the Foundation should make a final decision on your request. If there is a time constraint associated with the application, please indicate the ideal deadline for receiving a response.

Please note: This information is for guidance only. Our internal processes do not guarantee a response by the date indicated, but we will do our best to accommodate it.

OTHER

Added value: Indicate how a partnership with the Foundation is an added value, based on its philanthropic offering.

If you have completed your LOI form and would like to submit it, click on the “Submit LOI” button at the bottom right of the portal window.

This will send a copy of your form to our grants committee, who will review your request and follow up with you within 30 business days of receiving the form.

Or

If you have completed your LOI form and wish to save it before submitting, click on the “Save LOI” button at the bottom right of the portal window.

By clicking on this button, you will save a copy of the LOI with the information filled in as of the date of the save. You can exit the platform and return later to complete and submit the form.

Or

If you want to abandon your application, click on the “Abandon Request” button at the bottom left of the portal window. Follow the instructions in the window that will appear on your screen to abandon and cancel the LOI form you started.

STEPS TO FOLLOW UPON THE SOLICITATION OF A COMPLETE APPLICATION

If the Intent Form submitted to the Grants Committee is chosen for further evaluation, the Foundation team will request a full application (entitled “Application” in the platform).

You will receive an email to this effect with all the necessary information. You will also be given a deadline for submission and be informed of the date of the Grants Committee meeting.

Here are a few indications concerning the different sections of the complete application form. We invite you to follow these guidelines as you complete this step.

Of course, if you have any additional questions, please do not hesitate to contact us.

Note: Some of the information entered in the Intent Form (LOI) will automatically be present in the Application Form, to save you time. However, you may edit each section as needed.

REQUEST

Request title: You may rename the title of the application for which you wish to receive funding support. If you are applying for mission support, please select “Core-mission funding“.

Project description: Please describe in 1200 words or less the nature of your request. Depending on the type of support requested, please include the following:

Core-mission funding:

    • Summary description of the organization’s activities
    • Scope of the organization (number/type of participants, community, specific clientele if applicable)
    • Current/anticipated challenges
    • Focus (what change do you want to achieve, what are your goals/ambitions/wishes)

Mission funding – specific program:
If the request is for a specific program, please provide a general overview of the organization and describe the above items as they relate to the specific program. In addition, please indicate the other partners involved and the proportion of the amount requested relative to the overall program budget.

Project:

    • Brief description of your organization and its activities
    • Identified need
    • Scope of the project (number/type of participants, specific clientele if applicable)
    • Duration/timeline of the project
    • Summary budget of the project
    • Partners involved (or potential partners)

Major campaign:

    • Brief description of your organization and its activities
    • Financial goals of the campaign
    • Projects supported by the campaign (indicate the one for which you wish to obtain the Foundation’s support, if applicable)
    • Campaign timeline (silent/public phase)
    • Amounts raised to date
    • List of partners (confirmed and potential)

Expected results: These outcomes can be both qualitative and quantitative. Here are some sample questions that you can use to develop your response:

  • What changes do you want to contribute to?
  • What effects do you anticipate in the participants?
  • What will the project make possible?
  • How many people are targeted?

Partnerships : This section is mostly dedicated to projects. The Foundation will then be interested to know about the partners (co-sponsors, funders, service providers, etc.) involved.

Amount requested: Enter the amount you are requesting.

Desired duration of request: 
Indicate the desired duration of support for your request. If you are requesting mission funding, indicate that you are seeking support for the next 12 months. Unless otherwise noted, mission support is provided on an annual basis.

If the amount requested is for multiple years, enter the total amount and check the number of months for the desired duration. For example, if you are requesting $40,000 annually for 3 years, enter $120,000 and check 36 months.

Please note: With the exception of major campaign and project requests, the Foundation currently makes few multi-year gifts.

Application time constraint: This section is used to assess how quickly the Foundation should make a final decision on your request. If there is a time constraint associated with the application, please indicate the ideal deadline for receiving a response.

Please note: This information is for guidance only. Our internal processes do not guarantee a response by the date indicated, but we will do our best to accommodate it.

Please note that the platform is sometimes capricious with document names. We suggest you use short names, without accents or symbols. For example: FS2022 for financial statements or AR2022 for annual report.

Financial statements: You must provide your most recent financial statements. If the document is available online, you can share the link in the text box or download the document from the platform.

Annual or Activity report: Please provide the report that is completed on an annual basis. If the document is available online, you can share the link in the text box or upload the document to the platform.

Additional documents: You have the option to share three supplemental documents/appendices related to your application, if relevant. If a document is available online, you can share the link in the text box or upload the document to the platform.

Once all documentation is received, your completed application form will be processed for presentation to the Grants Committee (on the date confirmed to you).

If the request is for $100,000 or less, a final response may be sent to you a few days after the Grants Committee meeting.

If the request is for more than $100,000, a more in-depth analysis is required. This request will have to be submitted to the Grants Committee and then to the next Board of Directors. Return time for final decision may take up to 90 days in such a case.

Denied request: You will receive a communication explaining the reason for the denial.

Successful application: You will receive a detailed communication confirming the grant.

You may be asked to provide follow-up information to complete the file (e.g. banking information for direct deposit). These requests, which take the form of a form to fill out, will be sent to you by email. You will be invited to complete the follow-ups in your user account in the grant application platform.

Follow-up requests will always be sent by email to the person responsible for the application.

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