Stewardship

The deadline to submit a Stewardship Grant is Friday November 6th, 2020 at 4:30pm (PST). HCTF has launched a new online application system Survey Apply. This new cloud-based system will provide significant improvements by streamlining workflow and adding automated services to increase convenience for applicants. Please visit our FAQ page to find useful tips and guidance to get started on Survey Apply.
Before beginning your online application, we strongly recommend that you draft your application using the E&R Application Worksheets below. Please note that all applications must be submitted online using Survey Apply. HCTF cannot accept applications by email.

HCTF recognizes the importance of environmental stewardship and invests in projects that create stewards. Stewards include individuals, practitioners, and community organizations who take responsibility for promoting, monitoring, conserving, and restoring ecosystems to ultimately result in enduring conservation outcomes for fish and wildlife and their habitats. Proposed projects must align with our purposes as laid out in the Wildlife Act.

HCTF prefers stewardship projects that create stewards through community-based, hands on engagement programs, including Citizen Science. Stewardship projects may include some on-the-ground components such as habitat restoration.

If your proposal focuses primarily on applied research, inventory or habitat restoration for fish or wildlife, you should apply under the Enhancement & Restoration Grant and select the Fisheries or Wildlife project group. Visit out Enhancement & Restoration Apply page.

Stewardship Guidelines and Application Forms

• Stewardship Application Worksheets

  Before beginning your application on the Apply system, we strongly recommend that you complete your application using the Word worksheets.

  Three different Word Worksheets are available, depending on the type of proposal you will submit:

  1. 1. New proposals (first-time proposals or proposals in which a new 5-year phase is starting)
     2. Continuing proposals (proposals that have received previous HCTF funding and are in Year 2, 3, 4, 5)
     3. Seed proposals (small grants up to $5000 maximum to conduct preliminary work to develop a full proposal in future)

  Note that HCTF funds multi-year projects one year at a time – you must submit a continuing application each year of the project.

  Once you have completed your application in the Word Worksheet, you can copy and paste the information into the Survey Apply online system.

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  New Projects

  A project is considered NEW if:

  • It has not been funded by HCTF before;
  • It is related to a previously funded HCTF project, but the objectives and/or activities have changed substantially from those originally approved;
  • It was not approved for funding in a previous year, but has been revised to address the Technical Review Committee’s and/or the Board’s concerns.

  If you have a new project that has not been funded by HCTF before, or you have previously applied for HCTF funding and were not approved, use the New proposal Worksheet.

  New Project Worksheet

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  Continuing Projects (Year 2 – Year 5)

  A project is considered to be Continuing if:

  • It is a multi-year project; and
  • It is in its second or subsequent year of HCTF funding;
  • It was previously funded by HCTF; the objectives are essentially the same as originally approved, although some aspect (e.g., location, site, species, timing) may be altered.

  Continuing projects need to provide information on progress-to-date for previous years’ work, as well as how the current year’s work will contribute to the overall project objectives.

  Continuing Project Worksheet

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  New Phase (New 5-Year Cycle)
  

  • HCTF administers Continuing projects in 5-year cycles.
  • Projects with a lifespan longer than 5 years must be identified and approved by HCTF at the initiation of the new 5-year cycle project.
  • Once a longer-term continuing project has completed 5 years, the applicant must submit a New proposal for Year 1 of a new 5 year cycle.
  • Subsequent Years (Year 2, 3, 4, 5) must be submitted as Continuing proposals.

  New Phase Worksheet (New 5-year Cycle)

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  HCTF Budget Table Template

  For all proposal applications except for seed, use the Excel spreadsheet to develop your budget. You will also uploais same spreadsheet to the online Survey Apply system.

  HCTF Budget Table 2021-22

   

  Budget Instructions

  For more details on completing your budget table please refer to the instruction document below.

  Budget Table Instructions

   

  Important Note: Your budget should contain enough detail for reviewers to determine if it is cost effective. Be sure to explain any differences from previous years—if your budget or activities are different from those you predicted, or if you want to alter the length of your project, provide a rationale for these changes.

  Check carefully that you have:

  • placed proposed expenditures in the correct sections;
  • included your full project budget, not just the portions that you are asking HCTF to fund;
  • included only the detailed costs for the coming year;
  • filled in the Multi-Year Budget table and Capital Items table, if relevant;
  • explained any administration fees; and,
  • captured any anticipated partner contributions.

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  Seed Projects

  • Seed grants are for proponents who have an idea for a new enhancement and restoration project but need to do some planning and preliminary work to develop their idea before submitting a full new proposal.
  • Proponents may apply for seed funding of up to $5,000 to help fill information gaps, explore project feasibility, identify project partners, and prepare technical information. Note that this funding is not for a small, stand-alone project; the seed grant activities are meant to culminate in development of a full HCTF proposal (submitted within two years).

  Seed Project Worksheet

• Example Table - Objectives and Activities

  Following is a link to an example table for the objectives and activities section of the proposal.

  • Stewardship Example

  Note: The Measures of Success (MOS) should be specific quantitative targets that can be used to track desired change and project success. Short-term outputs (e.g. number of workshops held) can be useful to track project progress. However, assessing conservation success also depends on evaluating longer-term outcomes (e.g. changes in awareness or behaviours), so you should include at least 2-3 long term outcome measures of success (e.g. population increase for species of interest, increased awareness in community through post-program survey).

How to Apply

Submission of Stewardship Grant Applications is through the HCTF Survey Apply system. Please note that all applications must be submitted using Survey Apply. HCTF cannot accept applications by email.

Note: All proposal groups/categories (i.e., Fisheries, Wildlife, Stewardship, Wild Sheep, White Sturgeon) are submitted through the Survey Apply program “Enhancement & Restoration and Stewardship Grants” (ERS). The application form contains a drop-down question so applicants can select their proposal group. All Seed proposals are submitted through the Survey Apply program “Seed Grants (ERS/Stewardship only).

The application deadline is 4:30 PM PST on Friday, November 6, 2020.

Survey Apply Application System

Apply Online

Frequently Asked Questions (FAQ)

FAQ Page

Stewardship Application Checklist

Stewardship proposals should:

• Indicate how long benefits of any agreements and education/outreach efforts are expected to persist. What are the risks to the longevity of these efforts (i.e. increased knowledge does not last forever in individuals or groups and will need to be repeated to sustain benefits)? How will these risks be mitigated?
• Indicate if there will be costs to maintain the project investment(s), for example non-legal land stewardship agreement and education efforts will need to be renewed on a regular basis.

To ensure you submit a good proposal, make sure to:

• Explain how your project matches HCTF goals
• Include details: What, Where, How, When, Why
• Make a clear link between how your project outcomes will lead to improved management of fish and/or wildlife, or habitat
• Include enough detail in the proposal form, do not rely on attachments
• Complete all sections in the form
• Proofread your proposal for clarity, typos and good grammar

If you have questions about your project’s eligibility, your proposal, what our reviewers are looking for, or any other details of application and grant management, contact us to ask!

How are Grant Applications Reviewed?

Each proposal goes through a multi-level, objective, technical review process prior to final Board decisions. These three main stages of review, as outlined on the Stewardship Grant Cycle webpage include an assessment by a primary reviewer, and a review by a technical committee, prior to being sent to the Board for final funding decisions.

• What do our primary reviewers look for?

  • Does the proposal define the management or conservation issue well?
  • Is the need for this project clearly supported?
  • Are the project objectives clearly explained and linked to the issue statement?
  • Are the objectives realistic and attainable?
  • How well are the activities and methods explained?
  • Is the timeline realistic?
  • Does the proposal provide a plan or strategy to evaluate success?
  • How well are the measures of success explained?
  • How well does the proposal describe larger ecosystem benefits and implications to fish and wildlife populations?
  • Are the potential positive and negative impacts of the project explained?
  • How realistic is the project budget?
  • Is the proposed work technically feasible?

   

  Download the Technical Assessment of your Proposal: Review Criteria at a Glance document for more information about what our technical reviewers look for.

• What do our technical reviewers look for?

  • A detailed description of the conservation issue you will address
  • A summary of your prior experience and knowledge in leading this type of work
  • Realistic objectives that are linked to the issue statement
  • Well-explained methods which are based on current and accepted best practices for stewardship
  • Clearly defined target audience with an explanation of how your proposed approach is designed to reach that audience
  • For educational and outreach programs, there is ongoing contact rather than only a 1-time event
  • Clear and specific Measures of Success*
  • For Citizen science programs or other specialized surveys, that you have the necessary technical expertise in place
  • Tangible outcomes (How many stewards will be created? What attitudes or behaviours will change as a result of this project? How will this project improve conservation of fish and wildlife?)

  *Measures of Success should be specific quantitative targets that can be used to track desired change and project success. They can be short, medium or long term. Although it is common to report on outputs (e.g. number of workshops held, number of nestboxes installed), assessing conservation success also depends on evaluating outcomes (e.g. changes in landowner behaviour, reduction in mortality of migrating western toads).

   

  Download the Technical Assessment of your Proposal: Review Criteria at a Glance document for more information about what our technical reviewers look for.

• What does our Board look for?

  • Alignment with HCTF priorities and strategic plan
  • Eligibility of activities and expenses
  • Cost-effectiveness—do the proposed benefits justify the investment of HCTF funds compared to other projects?
  • Conservation need—did the proposal build a compelling case that the project will lead to positive conservation outcomes for fisheries, wildlife, and habitat in BC?
  • Are there management applications from this work?
  • Endurance of conservation benefits – will the benefits to fish/ wildlife/ habitat persist over biologically relevant timeframes?

In recognition of the recent pressures placed on current HCTF grant recipients in the ongoing efforts to reduce the spread of COVID-19 we have automatically extended this year’s deadline for submitting grant reports to June 30th, 2020. You do not need to apply for this extension. Please note: if you’re able to submit your report prior to the April 15^th deadline, we highly encourage you to do so! This will allow us to get you your final payment sooner, by cheque or electronic fund transfer.

Grant Report templates were updated in 2019. There are three grant report templates: Seed Grants, Annual Grants, and Final Year Reports for Multi Year Grants. Please ensure you use the correct and up-to-date form for your project (*** i.e. the versions dated October 2018 in the footer).

Reporting Requirements

• Why do we have reports?

  HCTF has a responsibility to our contributors to ensure that funds are invested in activities and projects that contribute to conservation of fish, wildlife, and habitat in BC. Grant reports allow HCTF to evaluate:

  • compliance with the proposal (that the funds were used for the activities and goals for which they were intended) and
  • conservation outcomes (or reasonable progress towards them).

• Report Submission

  Consistent with HCTF’s operating cycle and with the end date of most conditional grant agreements, projects must be completed by March 31st.

  • All grant reports are due April 15th.
  • Email your report to reporting@hctf.ca
  • The report should include:
    • High quality photos (with photo credit if necessary)
    • Also attach your final invoice

  Important Note: If your project has produced an annual technical report or journal article, you may attach that document. However, you must still complete Section 6 of the Grant report to provide a synopsis of your project’s results for the grant year, and discuss the other relevant components of this section (i.e. challenges, future activities, contribution of this year to overall project objectives, etc.).

Reporting Templates

• Seed Grant Form

  A report form specifically designed for Seed Grants was created in 2019 (please see report template and instructions below).
  A seed report should describe:

  • the activities undertaken with the seed funding
  • whether or not the project has led to, or will result in, a full HCTF proposal next year, and if not, why (e.g., project is not feasible based on the work done for the seed project, etc.).
  • which of the proposed activities were conducted and their results;.

  Seed Grant Report Form Template Seed Grant Report Instructions

• Annual Grant Form

  Choose this form for single year projects, or for each year of a multi-year project except the final one.
  HCTF requires project leaders to submit an annual grant report describing activities and expenditures undertaken with HCTF funding under that year’s Conditional Grant Agreement (please see report template and instructions below). Reports are reviewed by staff to ensure the objectives and activities in the approved project proposal are met.

  Important Note: The final invoice for each year of the Grant Agreement will only be paid when a Grant Report has been received and approved by HCTF.

  Please ensure you:

  • Clearly tie the activities in your Grant Report to the activities planned in your approved proposal
  • Report if some objectives or activities could not be completed as proposed and explain why
  • Make sure the expenditures you provide in your Grant Report match the expenditures invoiced to HCTF for the year of the Grant Agreement

  Annual Grant Report Form Template Annual Grant Report Instructions

  Example of reporting obligations for a 3 year project with HCTF:

  Year 1 – submit an annual Grant Report by April 15th to receive the 20% hold back on the Year 1 budget.
  Year 2 – submit an annual Grant Report by April 15th to receive the 20% holdback on the Year 2 budget.
  Year 3 – submit a Final Year Grant Report by April 15th (Sections 1 -10 cover the Year 3 activities and expenditures and Section 11 summarizes Years 1 through 3 inclusive) to receive the 20% holdback on the Year 3 budget.

• Final Year Grant Form for Multi-Year Grants

  For projects spanning more than one year, the multi-year final report is a summary or roll-up of all the completed activities and results across the years of the project. The first half of the form is intended for reporting on the final year, and the second half of the form allows for a multi-year project summary. The Final Year Grant form template and instructions are provided below.

  Final Year Grant Report Template Final Year Grant Report Instructions

Other Attachments

• Technical Reports

  Some HCTF projects produce a comprehensive technical report detailing the methods and analyzing the results. Technical reports may require more time to complete and are therefore not tied to the final payment if the Grant Report is complete. HCTF requires an electronic copy of the technical report once it is completed. Ideally, we would like to receive it as an attachment to the Final Year Grant Report.

• Peer-Reviewed Journal Articles

  Some projects may produce information that will be published in a peer-review journal. These articles do not constitute a final report, but are of interest to HCTF. We recognize that published journal articles take time for publication. Please send us a PDF copy of the published article or a link to the article, once it is available.

Project Evaluation

HCTF uses a variety of methods to assess approved and/or completed projects to ensure that Foundation grants are providing the greatest conservation return on investment. Each year, HCTF staff and/or Board select projects and meet with the project leaders to review project performance. This evaluation includes assessing on-the-ground accomplishments as well as reviewing financial records. For further information, contact the Manager of Biology.

• Project Change Requests

  If circumstances have changed and your approved project requires modifications from your original proposal in terms of objectives, activities/methodology, or budget allocation, you must submit a written request to HCTF using the Project Change Request Form.
  Project change requests can be submitted at any time and should be sent to shannon.west@hctf.ca. Depending on the nature of your request, it will be reviewed by either HCTF staff or an appropriate technical review committee.

• Contract Extensions

  We’ve extended the deadline for applying for a current-year contract extension to April 30, 2020. The Contract Extension Request form can downloaded using the link below:
  

   

  Contract Extension Request – Form

  Contract extensions are intended for projects where activities in the proposal could not be completed within the original timeframe. If you also have changes to your project objectives, budget or activities please submit a Project Change request form (see above).

  If you are unable to complete your project within the fiscal year of your Conditional Grant Agreement (April 1st through March 31st, unless otherwise specified), you will need to request a Contract Extension to extend your Agreement into the next fiscal. The annual deadline for contract extension requests is February 15th. An email from the Finance Officer will be sent in early January with the Contract Extension Request Form and instructions to email the completed request to reporting@hctf.ca.

  Please note that even though activities and expenditures will occur in the following fiscal year, they will still be invoiced and reported on under the original Agreement. The Grant Report (see Reporting Tab) will be due when that year’s activities are complete.

  In some cases, a project may have a Contract Extension concurrently with another funded year of the project. HCTF requires that expenditures and project outcomes for each grant must always be tracked, invoiced and reported on separately. That also means that any unspent funds from one grant cannot be “rolled into” the project budget for a subsequent year.

  For example, a multi-year project may receive a contract extension to complete Year 1 activities concurrent to activities already approved for Year 2. Each of these proposals is considered a separate contract. Therefore, you must report for each of them separately by completing a Grant Report for each of these project years, reporting against their respective proposals. That is, you would submit a Grant Report for Year 1, reporting against the Year 1 proposal; and another Grant Report for Year 2, reporting against the Year 2 proposal, even though the Year 1 activities took two years and happened at the same time as the Year 2 activities.

• HCTF Acknowledgement

  The support provided by HCTF must be acknowledged in any publicity issued, printed or distributed, including signs, displays, reports, announcements, articles, press releases, or media interviews. Full information on HCTF communications guidelines and copies of the HCTF logo are available here.