• Projects that are expected to be longer than 5 years need to be dealt with in 5-year cycles. The first year of every 5-year cycle should be submitted as a NEW CONTINUING proposal, but identified as Year 1 of 5 and retain the same project name and number. Note: this is a recent change in the requirement of a new 5-year cycle. If you have any questions, please call us.

• Enter each Funding Year for the project’s lifespan;
• For each Funding Year, identify the projected annual budget (HCTF $ requested/projected);
• Identify Total Other Funding (refer to sections 10.2 & 10.5 for cash plus in kind contributions);
• It is expected that the multi-year budget plan outlined here will be maintained in future proposals. Any variances will need to be supported by a rationale in future proposals; and
• Multi-year projects should not be submitted as a series of “new” 1-year proposals. They should be submitted on the Continuing Proposal Form.

• If needed, provide any comments to explain the summary table. For example:
  
  If an objective of Year 1 is to develop activities for future years of the project, provide a best estimate and explain your estimates here.

• Describe what your project will accomplish in 3 lines or less – this description will be used for news releases and other communications listing successful HCTF projects.

• It is important to notify the appropriate government agency of proposals involving on the ground activities which may affect the management of fish, wildlife and their habitats. You must also ensure that all necessary permits or approvals are obtained for your project.

Sections 1-6 should not exceed 5 pages.

1. EXECUTIVE SUMMARY(~500 words or less.)

• The problem addressed by this proposal;
• The objectives of this year’s proposed work;
• The overall project objectives (for multi-year projects);
• How objectives will be met (methods);
• How success will be measured (outcomes);
• Include the total cost of the project, partnership funds already obtained, and the amount requested in the proposal;
• Specify how the proposed work will help HCTF meet the goals and objectives of the HCTF Strategic Plan.

2. ISSUE (~250 words or less)

• Identify the problem to be addressed, including the urgency /priority (provincially and/or regionally) and the risk if nothing is done;
• Include a statement of need (why is it necessary to undertake the project);
• Include facts and stats that support the need for the project;
• Indicate how the project is linked to larger ecosystem benefits and implications to fish and wildlife populations versus the present situation;
• Include linkages to any relevant regional management plans;
• State how the proposal intends to solve the problem;
• Not describe the project in detail or repeat the executive summary.

3. OBJECTIVES AND ACTIVITIES/METHODS: SUMMARY

The Summary table is an “at a glance” statement of objectives, activities, measures and timeline (schedule). The details will be addressed in Section 4.

The numbering system appearing in the table on the form illustrates an example approach to numbering the objectives and activities (and, if appropriate, the measures). The numbers can be edited as required. The Summary table can be expanded to include more objectives/activities if necessary (click on the Add button to add a row at the bottom of the table). The table should:

• Provide a brief statement describing each objective;
• Provide a list of the activities/methods to be undertaken for each objective;
• For each activity/method provide the assessment measures to be used; and
• Include a timeline of when the activities will occur.

4. DETAILED OBJECTIVES AND ACTIVITIES/METHODS

a. Objectives (Please use the same numbers as the Summary table above in section 3.)

The objectives section provides details on the objectives identified in the Section 3 Summary table and should:

• Specify and identify operational outcomes;
• Not be goals, methods or project activities;
• Be based on the issues statement – clearly identify how the project will help solve the problem or address the issue;
• Be measurable and be accomplished in a specific time frame. If appropriate list both short-term objectives (current fiscal year) and long-term objectives for multi-year projects;
• Be the basis for the activities of your project and also serve as the basis for the evaluation of your project;
• Be few in number, for example, write one or two objectives for each major part of the project, problem or need committed to in the issue statement;
• Be realistic and attainable;
• Indicate the details of how the project will be implemented;
• If applicable, indicate how future maintenance will be funded; and
• Include keywords such as “to improve”, “to reduce”, and “to increase”.

b. Activities/Methods (Please use the same numbers as the Summary table above in section 3.)

The activities section provides details on the activities identified in the Section 3 Summary table and should:

• Clearly describe the specific methodology or activities to be undertaken for each objective;
• Relate to the objective(s) and be intended to resolve the identified issue;
• Describe why this activity is considered feasible and appropriate for the issue being investigated; 
• Cite pertinent scientific literature (if unpublished papers are cited, then links to access must be included; otherwise they will not be considered) – be sure to include references to any previous work related to this project;
• Tell the how, when, why, and where of the project;
• State and justify the reasons for the selection of activities;
• Describe the staffing of the project; and
• Provide a timeline of activities;

• Identify liability concerns and where ownership of liability will lie (especially regarding construction projects), tenure or public access should be addressed;
• Provide detailed description of animal care and handling including restraint methods (physical and/or chemical), procedures to be performed, and samples taken. This must be adequate to be reviewed by an institutional animal care committee (i.e., meet Canadian Council on Animal Care Standards); and
• Indicate if there will be costs to maintain the project investment(s). If there are, indicate how you propose to pay for them.

5. DETAILED MEASURES OF SUCCESS (Please use the same numbers as the Summary table above in section 3.)

The evaluation section should provide a plan or strategy for evaluating accomplishment of project objectives. This section is important because it will ultimately aid in reporting project results in the annual HCTF Grant Report and the HCTF Final Project Report.

Each objective and/or activity should:

• Identify what the measures of success/targets are that the project will be attempting to achieve. Examples: To increase adult/catchable trout densities by a certain magnitude; or increase angler days by a percent; or increase angler satisfaction etc.
• Indicate how this data is to be collected;
• Provide a timeline for collecting this data;
• Highlight the methods/process for analyzing data;
• Include strategies for compiling and reporting evaluation results; and
• Describe any evaluation reports to be produced.

6. COMMUNICATION/OUTREACH

a. Project Communications Plan

• Describe how you intend to communicate information gained from the project (e.g., technical paper, press releases, public presentations, brochures, video);
• Describe the timeframe for communication outreach (when will papers be submitted, at which conference will the work be presented, etc);
• Provide a communication plan to clearly describe the extension component of the project (e.g., communicating results to resource managers, workshops, presentations, general public etc.)

b. HCTF Communications Plan

• Indicate how HCTF will be acknowledged in any communications materials or outreach activities; and
• Indicate how your project’s communications plan will help HCTF achieve Goal 3 of the HCTF Strategic Plan.

7. LITERATURE CITED

8. MAP

9. PROPONENT INFORMATION

10. BUDGET

Please ensure that all relevant taxes are included in your budget.

10.1: HCTF Funding only

A)Labour costs

Total Days on Project:

• In some cases an employee or contractor may be hired to carry out numerous aspects of the project, but only part of that work is to be funded through HCTF. If applicable, enter the total hours the individual(s) will contribute to the overall project, including the HCTF Person Days. Only the part funded by HCTF will be used to calculate the budget Total HCTF Amount.

B)Site/Project Costs

1. Will there be costs to maintain this investment? If yes, how do you propose to pay for them? Provide details in section 4.0 (Detailed Objectives & Activities).
2. Refer to HCTF's website for travel expense guidelines.
3. Administration fees cannot be charged on equipment/capital purchases.
4. Any capital expenditures, equipment purchases, site supplies and materials greater than $1000 must be itemized in the text of the proposal. (Section10.4)
5. Signs - if an HCTF sign is to be placed at the project site, include the cost of the sign in the budget details.

C)Overhead/Administration

10.2: Budget summary for all Project Supporters

• This section should summarize the total budget for the project from all sources for the year, reconcile to section 10.1 for the HCTF Amount Requested and reconcile to section10.5 for other funding sources.

10.3: Administration Fees

• If you’ve included an administration fee in your budget request, this section should include an explanation of how the amount was calculated

10.4: Capital Expenditures/equipment purchases, site supplies and materials >$1,000

• Describe and list any anticipated capital and materials costs >$1,000 as indicated in section 10.1. List ONLY non-expendable items (e.g., GPS units), NOT expendable items (e.g., fuel, groceries).

10.5: Other Funding Partners