Application Submission

How To Apply to This Program
Documents Required for Submission
How Applications are Assessed
Deadlines for Applications

How to Apply to this Program

Applications for eligibility for this program must include:

• Three (3) copies of each of the documents required below
• Contact information for the organization

These documents must be sent by post or courier and be addressed to:

---

Documents required for submission

The following documentation must be submitted to CIDA as part of the application for eligibility.
Please note that there are two eligibility streams.

• Stream 1 is intended for charities that carry on an international development assistance program and delivery medicines as part of that program.
• Stream 2 is intended for charities that carry on an international humanitarian assistance program and deliver medicines as part of that program.

Interested charities may apply under Stream 1, Stream 2, or both streams. Please ensure your application provides all requested documentation for the appropriate stream(s).

Please note that the Minister of International Cooperation may rely on any information or evidence in making a determination and may require the applicant to provide any information or evidence, in addition to that which is listed below, that the Minister considers relevant for this purpose.

Donations of Medicines Application: Requested Documentary Evidence

Part 1 ― Documentation Requested For All Applications (both Stream 1 and Stream 2)

Item	Requested documentary evidence
1.	An application must be completed, signed, and sworn (or declared). The application must indicate if the applicant is seeking eligibility under Stream 1, Stream 2, or both streams. The application should include the following documentary evidence:
2.	Declaration that the applicant is a registered Canadian charity. Information stating charitable number, name of the Canadian registered charity, as registered under the Canada Revenue Agency, mailing address, telephone, email address, and website address.
3.	Declaration by the applicant's board of directors that medicines received by the charity will be used in charitable activities outside of Canada. Declaration by the applicant's board of directors that: the applicant either delivers the medicines outside of Canada for use in its charitable activities; or the applicant transfers the medicines to another Canadian registered charity that has been found to be eligible by the Minister of International Cooperation; or both.
4.	Declaration by the applicant's board of directors that the applicant, in the course of delivering medicines outside of Canada for use in its charitable activities, will act in a manner consistent with the principles and objectives of the most recent version of the WHO Guidelines.
5.	Documentary evidence demonstrating that the applicant has sufficient expertise in delivering medicines for use in charitable activities outside of Canada, including: Documentary evidence that the applicant has staff capacity to deliver medicines outside Canada for use in charitable activities, including: Declaration by the applicant's board of directors that the applicant has access among the staff to sufficient expertise in delivering medicines for use in charitable activities outside of Canada. Documentary evidence that said staff expertise addresses knowledge and abilities, as set out in Appendix 1.
6.	Documentary evidence providing a copy of the applicant's policy and procedural framework requiring the applicant to act in a manner consistent with the WHO Guidelines, including with regard to matters set out in Appendix 2.
7.	Declaration submitted by the applicant's directors, trustees, or like officials stating that they have approved and adopted the said framework, and that the applicant acts in compliance with that policy and procedural framework.
8.	Documentary evidence, including evidence of policies and practices, that the applicant addresses the specific and differentiated needs, interests and vulnerabilities of affected women and men, and girls and boys, in its programs for delivering medicines for use in charitable activities carried on outside Canada, international development assistance and, where applicable, international humanitarian assistance. Declaration from the applicant's board of directors that the applicant acts in compliance with said policies and practices. Documentary evidence that said policies and practices address matters such as those set out in Appendix 3.
9	Documentary evidence, including evidence of policies and practices, demonstrating the applicant's programs for delivering medicines for use in charitable activities carried on outside Canada, international development assistance and, where applicable, international humanitarian assistance, incorporating considerations for environmental effects of projects under those programs. Declaration by the applicant's board of directors that the applicant acts in compliance with said policies and practices. Documentary evidence that said policies and practices address matters such as those set out in Appendix 4.
10	Documentary evidence of all relevant policies and practices related to the design, implementation, and monitoring of the applicant's (a) international development assistance programs, and/or (b) international humanitarian assistance programs, where applicable. Declaration by the applicant's board of directors that the applicant acts in compliance with these policies and practices. Documentary evidence that those policies and practices address matters such as those set out in Appendix 5.
11	Monitoring and Evaluation: Declaration by the applicant's board of directors the applicant will provide a report to CIDA at the end of every calendar year during its period of eligibility on the applicant's activities pertaining to donations of medicines, as it relates to this tax incentive, during that calendar year, and that the annual report will include information as outlined in Appendix 6. Declaration by the applicant's board of directors that the applicant will provide an independent evaluation report to CIDA at the end of each period of eligibility on how the applicant continuously met the criteria of eligibility, including those outlined in Appendix 7.

Part 2 ― Additional Documentation Requested For Applications Under Stream 1

Item	Requested documentary evidence
1.	Documentary evidence indicating that the applicant has at least three years of experience as part of an international development assistance program. This information should include: i. a brief (2 page maximum) description of the applicant's development assistance program, including: key program activities and outputs (completed services and products); expected short-term, intermediate-term and long-term results (a.k.a. outcomes) of the activities and outputs described in a); program beneficiaries; and program partners. Documentary evidence of involvement of drug donation work indicating that the applicant has completed at least three projects in delivering medicines outside of Canada to at least three countries as part of an international development assistance program. This information should include: ii. Reports of the applicants' projects involving the delivery of medicines outside of Canada for use as part of the applicant's development assistance program, including: the dates and duration of each project described in (ii); the countries to which medicines were delivered for each project described in (ii), including deliveries to at least three countries; a complete list of the drugs delivered as part of each project described in (ii); details of the requests/demands, receipt, storage, inventory controls, transportation, distribution and delivery of medicines for each project described in (ii) a list of the applicant's project partners for each project described in (ii); and a summary of the expected and actual results (outcomes) and lessons learned of each drug donation project described in (ii).
2.	Declaration by the applicant's board of directors that the applicant will not deliver medicines as part of an international development assistance program unless the applicant has been found eligible to do so by the Minister of International Cooperation under the Donations of Medicines Eligibility Program.

Part 3 ― Additional Documentation Requested For Applications Under Stream 2

Item	Requested documentary evidence
1.	Documentary evidence indicating the applicant has at least three years of experience as part of an international humanitarian assistance program in at least three countries. This information should include information indicating how they meet the following criteria: i. Project operations described in annual reports or other official corporate documentation. ii. The applicant has a proven track record in raising funds from the Canadian public for humanitarian assistance, demonstrated through annual reports or other official corporate documentation. iii. The applicant adheres to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief as demonstrated through organizational policies, evaluations, staff codes of conduct. iv. The applicant aspires to Sphere Project or similarly recognized international standards for project implementation as demonstrated through organizational policies, operational guidelines/manuals, staff training records, or having contributed to the development of Sphere. v. The applicant has organizational codes of conducts consistent with the core principles in the Inter-Agency Standing Committee (IASC) plan of action on protection against sexual exploitation. vi. The applicant has experience and proven capacity to achieve results directly relevant to the International Humanitarian Assistance short-term responsive program as indicated through an institutional focus described in annual reports or other official corporate documentation. vii. The applicant has a coordination policy that reflects an understanding of the IASC cluster approach, and a track record of coordination in the field and in Canada. Documentary evidence of involvement of drug donation work indicating that the applicant has completed at least three projects in delivering medicines outside of Canada to at least three countries as part of an international humanitarian assistance program. This information should include: viii. Reports of the applicants' projects involving the delivery of medicines outside of Canada for use as part of the applicant's humanitarian assistance program, including: the dates and duration of each project described in (viii); the countries to which medicines were delivered for each project described in (viii), including deliveries to at least three countries; a list of the drugs delivered as part of each project described in (viii); a list of the applicant's project partners for each project described in (viii); and details of the requests/demands, receipt, storage, inventory controls, transportation, distribution and delivery of medicines for each project described in (viii) a summary of the expect and actual results (outcomes) and lessons learned of each drug donation project described in (viii).
2.	Declaration by the applicant's board of directors that the applicant will not deliver medicines as part of an international humanitarian program unless the applicant has been found eligible to do so by the Minister of International Cooperation under the Donations of Medicines Eligibility Program.

How Applications are Assessed

Registered charities interested in becoming eligible for this program are invited to submit an application to CIDA. Upon review, the Minister of International Cooperation will render an opinion on the applicant. Applications will be assessed against the criteria outlined in the regulations, including:

• The organization acts in a manner consistent with the principles and objectives of the interagency Guidelines for Drug Donations (PDF) issued by the World Health Organization.
• The organization has sufficient expertise in delivering donated medicines for use in its charitable activities to the developing world;
• The organization carries out an international development program and/or an international humanitarian assistance program in a manner consistent with recognized best practices.

CIDA recognizes that each organization might have slightly different policies and procedures.

Please note that providing all or part of the documents requested on the List of Requested Documentary Evidence, including the appendices, does not necessarily guarantee the applicant will be found to be eligible. The legal requirements of eligibility of charities are those set out in the regulations. The application will be considered in light of all evidence provided. Assessment will be based on a positive determination that the registered charity is working in a manner consistent with the conditions laid out in the regulations.

---

Deadline for Applications

Applications may be submitted at any time. Please expect a minimum wait of eight (8) weeks between receipt of your application and a response from CIDA regarding eligibility.

---

Note: If you cannot access the documents that are provided in an alternate format, refer to the Help page.

Guidelines for Drug Donations (PDF, 72 KB, 24 pages)