Guidelines

1. Introduction
2. Description of the Funding Mechanism
3. Eligibility Criteria
4. How to Apply
5. Results-Based Management (RBM)
6. Capacity Development
7. Beneficiaries
8. Equality Between Women and Men
9. Environmental Sustainability
10. Sustainability
11. Risk
12. Finances
13. Assessment Criteria
14. Important Links
15. Contact Us

1. Introduction

CIDA

The Canadian International Development Agency (CIDA) is Canada's lead agency for development assistance. It has the mandate to support sustainable development in developing countries in order to reduce poverty and to contribute to a more secure, equitable, and prosperous world. CIDA's policy and programming objectives focus on visible, durable impact on the world's key development challenges, as identified in the Millennium Development Goals (MDGs). CIDA works in concert with development partners, fragile states, selected countries and regions, and the Canadian population and institutions.

Canadian Partnership Branch

The Canadian Partnership Branch (CPB) supports CIDA's mandate and objectives by partnering with Canadian civil society and private sector organizations to promote capacity building of counterparts in developing countries. CPB orients its funding to initiatives, primarily in least-developed countries, that support sustainable development, poverty reduction, and engagement of Canadians, and which contribute to the achievement of the Millennium Development Goals.

---

2. Description of the Funding Mechanism

The International Youth Internship Program (IYIP) is a component of an employment program for Canadian graduates (ages 19 to 30 inclusive), which is part of the Career Focus stream of the Government of Canada's Youth Employment Strategy (YES). Canada's YES provides Canadian youth with tools and experience they need to launch successful careers.

The objective of the new 2009-2014 IYIP program is to support sustainable international development projects proposed, in partnership with developing-country partners, by Canadian professional associations, educational institutions, non-governmental organizations, and private companies. The IYIP program contributes to Canada's Youth Employment Strategy (YES) by providing a large spectrum of Canadian graduates with a valuable international development work experience abroad.

These internships help promote a better understanding of international development issues to youth and the Canadian public at large. In accordance with CIDA's mandate and the Millennium Development Goals, these projects are carried out in countries eligible for development assistance and address at least one of CIDA's Areas of Focus eligible for CPB funding.

IYIP accepts proposals for international development internship projects on an ongoing basis. CIDA will contribute up to $12,000 per intern to cover specific Canadian direct costs specified in the agreement. CIDA will also provide the Organization with an allowance of $3,000 (or 20 percent of the total project cost) per intern to cover all other costs. Any additional costs should be covered by the Organization.

---

3. Eligibility Criteria

3.1 Organizational Eligibility

The following organizations are eligible for funding under IYIP:

• Canadian professional associations;
• Canadian educational institutions;
• Canadian non-governmental organizations; and,
• Private Canadian companies.

To be eligible, an applicant organization must meet all the basic criteria detailed below:

• Be incorporated as a not-for-profit organization under Canadian federal laws or the laws of a Canadian province or territory, or be subject to corporate income tax, or provide a Charitable Registration Number, where applicable;
• Have its main place of business in Canada;
• Have at least 2 years experience in cooperation with developing country partners and managing and delivering international development initiatives in at least one developing country;
• Provide 2 copies of the Organization's audited financial statements for the last 2 fiscal years. Each set should cover the audited and previous year, therefore covering 3 fiscal years in total. The latest set must have been completed within the last 18 months; publicly-funded colleges, universities, and CÉGEPs are exempt from this requirement;
• Have a transparent internal governance structure with a regularly elected or appointed Board of Directors (or governing body under another designation);
• Not have any outstanding issues with CIDA related to a previous CIDA-funded initiative;
• Have revenues of at least $50,000 a year, obtained from Canadian sources (other than from the Federal Government) for at least the past two years.

Note: Organizations or projects that meet the eligibility criteria will not necessarily receive funding. In addition to satisfying these basic criteria, an organization's demonstrated capacity (financial, technical, and managerial) to successfully carry out their proposed project will be part of the evaluation to determine if a project will receive funding from CIDA.

3.2 Project Eligibility Criteria

To be eligible, the proposed Project must meet all the basic criteria detailed below:

• Address CIDA's mandate and one or more priority - CIDA's Areas of Focus (consult section 3.3);
• Address CIDA-IYIP objectives;
• Address one of the three CIDA's Policy on Gender Equality objectives;
• Address one or more Millennium Development Goals;
• Target one or more regions and countries of focus (consult section 3.4);
• Be carried out with applicant's developing country partner organization(s);
• Have a duration of 6 to 12 months, with a minimum of 5 months overseas;
• Have a maximum duration of three years;
• Be proposing between 5 and 20 internships per year (CIDA contribution between $75,000 and $300,000 per year);
• Have realistic mandates, interns' profile (including interpersonal/professional/language skills) and expected employability and development results;
• Be in a location that is safe and secure for the intern (consult section 3.4);
• Proposed interns must be:
  • Post-secondary graduates; that is, graduates of a degree or diploma program in a university, college, post-secondary school of technology, post-secondary institute or a CEGEP (collège d'enseignement général et professionnel, Quebec);
  • Out of school (with no courses, coop-terms or thesis left to complete to satisfy current degree requirements; interns cannot use the internship as a credit to graduate);
  • Between the ages of 19 and 30 at the time of final selection (i.e. at the time of signature of contract between the intern and the Canadian organization); Ready to begin their professional career;
  • Unemployed or underemployed (underemployment can be interpreted as: individuals working in their field of study but only on a part-time basis; individuals working on a full or part-time basis in an area not related to their field of study);
  • Legally entitled to work in Canada (Canadian citizens or permanent residents).

3.3 CIDA Areas of Focus Eligible for CPB Funding

All CPB projects and programs have to contribute to these areas of focus:

Promoting Democratic Governance

• Democratization
• Human rights
• Rule of law
• Public sector institutions and capacity building
• Improving Health
• Prevention and control of high-burden, communicable, poverty-linked diseases, particularly HIV/AIDS, malaria, and tuberculosis prevention
• Strengthening the capacity of health systems
• Improving infant and child health
• Strengthening sexual and reproductive health and reducing maternal mortality
• Improving food security
• Strengthening Basic Education
• Capacity building
• Effective delivery
• Addressing education needs in crisis, conflict and post-conflict situations
• Gender equality programs aimed at addressing the gender gap in education
• Supporting Private Sector Development
• Creating an enabling environment
• Promoting entrepreneurship
• Supporting connection to markets
• Advancing Environmental Sustainability
• Strengthening environmental governance
• Integrated water resource management
• Sustainable land management
• Adaptation to climate change
• Supporting multilateral environmental agreements (Environmental sustainability is considered by CIDA to be both a programming priority and a crosscutting theme.)

Crosscutting themes

Equality between Women and Men, and Environmental Sustainability are crosscutting themes of CIDA. They should be integrated explicitly and systematically in all CIDA areas of focus, policies, programs, and projects.

Please find below a few examples of activities for which IYIP DOES NOT provide funding:

• Humanitarian assistance and emergency relief;
• Child sponsorship;
• Fundraising and other activities focused on the promotion of applicant or its developing-country partner;
• Conferences or visits that are not an integral part of the project;
• Youth projects for academic credit or work camps;
• Promotion of religious beliefs;
• Environmental conservation activities that are not linked directly to poverty reduction for a particular target population;
• Projects focused exclusively on providing equipment and materials and covering construction costs
• Information, communication and technologies not related to a priority sector
• Language training
• Nursing and academic research

3.4 Regions and Countries

The regions and countries where CIDA funds projects are published on CIDA's website.

Consult the Department of Foreign Affairs and International Trade site - Travel Reports & Warnings.

• If a Travel Advisory is in place recommending to avoid all travel OR avoid non-essential travel at the time of application, the internships in that country will be rejected;
• If a Travel Advisory is in place restricting travel at the time of deployment, internships in that country will be postponed or cancelled.

---

4. How to Apply

Before completing the application, please ensure that you have read all the information provided in these Guidelines.

Please note that:

• CIDA is required to publish, in particular in the "Proactive Disclosure" section of its website, all factual information pertaining to each contribution agreement it signs with a partner.
• CIDA reserves the right to disclose information on every project or program that it financially supports. To this end, CIDA normally uses the information as provided by the partner in the proposal, and adapts it according to the negotiations that surround the project or program approval.

Application Process

1. Create or update your Organizational Profile through PARTNERS@CIDA;
2. Complete the Application Form (PDF or RTF Format);
3. Attach the required supporting documentation as described in the application form;
4. Send your completed application form and supporting documentation electronically to: cpb.proposal@acdi-cida.gc.ca.

Application Forms must be sent electronically. Any Application Forms received by mail or by fax will not be accepted. Only complete application forms with all supporting documents will be assessed. Supporting documentation that cannot be sent electronically may be faxed to (819) 953-6357 or sent by mail.

The complete submission must include all the following elements:

1. An updated Organizational Profile from the PARTNERS@CIDA;
2. The Application Form duly completed:
   • Executive Summary (maximum of 1 page);
   • Part 1: Overview and the Project Description (maximum of 20 pages);
   • Part 2: Logic Model, Performance Measurement Framework and the Risk Register;
   • Part 3: Budget (including the organization contribution); and,
   • Part 4: Additional Requirements:
   • The signed Anti-Corruption Declaration form;
   • Copies of the Organization's audited financial statements for the last 2 fiscal years (if not already provided through Partners@CIDA - Supporting Documents). Each set should cover the audited and previous year, therefore covering 3 fiscal years in total. The latest set must have been completed within the last 18 months; publicly-funded colleges, universities and CÉGEPs are exempt from this requirement;
   • A copy of the applicant's by-laws (if not already provided through Partners@CIDA - Supporting Documents);
   • A copy of the applicant's letter of incorporation/registration, letters of patent, other proof attesting to the not-for-profit legal status of the organization, or applicant's organization's certificate of incorporation, under Canada's federal laws, or the laws of a Canadian province or territory (if not already provided through Partners@CIDA - Supporting Documents);
   • The Letter(s) of Intent signed by the developing country partner organization;
   • The Internship Tables.

Note: It is not necessary to send hard copies of the documentation submitted electronically.

---

5. Results-Based Management (RBM)

RBM at CIDA is a life-cycle approach to management that integrates strategy, people, resources, processes, and measurements to improve decision-making, transparency, and accountability in compliance with government-wide performance and accountability standards. This iterative approach focuses on achieving outcomes, implementing performance measurement and reporting performance. Part 2 of the application form, presents the 3 RBM tools that applicants have to complete: a Logic Model (LM), a Performance and Measurement Framework (PMF) and a Risk Register (RR).

For the 2009-2014 IYIP program, CIDA has already defined the program ultimate and intermediate outcomes (first two levels of the LM and PMF). INFORMATION AT THESE TWO LEVELS CANNOT BE CHANGED. Each project accepted under the program should contribute to these outcomes.

When applicants complete the LM and PMF for their proposed project, they will need to provide information at three levels in the LM: Immediate outcomes, Outputs, and Activities (Canada and Overseas), which are further sub-divided into four components: Information development and dissemination, Career focus stream (employability), Public engagement, and Development. Only main activities are presented in the LM, as sub-activities will be described in the Application Form.

Gender equality and any expected environmental outcomes are to be included in the LM and PMF, along with accompanying indicators. Canadian partner organizations will use PMF indicators to monitor and report against their results at the immediate outcome and output levels.

Should you need assistance you can consult the RBM reference documents in section 14.0. There are also new RBM tools available to assist you. These include, the Performance Measurement Framework with Definitions, the Logic Model with Definitions, and the RBM Policy Statement 2008. Please email psij-iyip@acdi-cida.gc.ca to receive a copy of these documents. These supporting documents are a work in progress and applicants should ensure that they have the most recent version.

---

6. Capacity Development

Some project activities should focus on helping applicants' developing country partner organization(s) to increase their capacity to design and deliver better services or more effective advocacy, for poverty alleviation. Capacity development components must specify which capacities will be developed.

Should you need more assistance, please consult the Capacity Development Results Examples Table.

---

7. Beneficiaries

Direct beneficiaries
Direct beneficiaries are the interns and developing country partner organizations. Direct beneficiaries receive something (goods, services, training, access to resources) directly from the project.

Indirect beneficiaries
Indirect beneficiaries do not directly receive anything from the project, but nonetheless benefit from the successful achievement of the outcomes of the project, such as the Canadian public or target groups.

The applicant IS NOT a beneficiary of the project.

---

8. Equality Between Women and Men

Research has shown that development activities yield better results when projects are designed to foster the access of both women and men to project resources and benefits. Equitable access to benefits for both women and men is not necessarily automatic: differences in roles, needs, and interests between men and women in the specific project area mean that in the vast majority of cases, activities will not affect men and women in exactly the same way. In the application form, all applicants need to provide an analysis of the major issues specific to its project related to equality between women and men.

Applicants need to consider gender dynamics in the following ways:

• Gender sensitive recruitment of interns;
• Gender pre-departure training;
• Gender information package for interns (CIDA's policy, etc.);
• Include in the Post Internship report a section on equality between women and men (i.e. describing what type of activities have been undertaken by the intern to promote equality between women and men and their impact on developing country partner organizations or the community).

In addition, all output/outcome statements and indicators should be sex-disaggregated where applicable (i.e., referring to "women and men", "female and male, or "girls and boys", rather than just "people" or "farmers"). Disaggregating results and indicators helps to make sure that when the project is monitored and evaluated, results can be identified and analysed for their potentially different impact on women and men.

Should you need more assistance, please consult CIDA's Policy on Gender Equality. (See also reference documents in section 14)

---

9. Environmental Sustainability

CIDA recognizes environmental sustainability as both a programming priority and an issue that needs to be integrated as a crosscutting theme into all programming. As such, all applicants are required to integrate environmental considerations into the planning/design of all initiatives, regardless of the sectoral focus. The Accompanying Document: Additional Resources, contains useful sectoral checklists and sample environmental assessments.

Resources/guidance
All applicants are strongly encouraged to first consult CIDA's Environment Handbook for Community Development Initiatives, which explains how to integrate environment into all proposals (including specifics on Environmental Management Strategies and Strategic Environmental Assessment).

Environmental assessment of all proposed activities
CIDA requires all applicants to assess environmental effects associated with the activities they are proposing, regardless of the sectoral focus. If no such assessment is provided in the application, the applicant must provide acceptable justification.

Monitoring and reporting/RBM
It is important to include environmental considerations pertaining to the proposal in the RBM framework and any expected environmental output and outcome results in the Performance Measurement Framework. This will ensure that planned environment results are monitored and reported on over the duration of the project.

---

10. Sustainability

To promote sustainable development, projects must consider what social, financial and human support is required to ensure that positive changes resulting from project activities (employability and development) will continue. The Canadian organization and developing country partner organization in the project are key elements for planning and achieving sustainability.

Should you need more assistance, please consult the Sustainable Development Strategy: 2007-2009.

---

11. Risk

In RBM, the approach is to accept the presence of risk and plan accordingly by attempting to bring the internal and external factors under management control. A risk refers to elements that could adversely affect the achievement of results. CIDA has identified four key risk areas:

• Operational Risk is the potential impact on the ability to operate effectively or efficiently;
• Financial Risk is the potential impact on the ability to properly protect public funds;
• Development Risk is the potential impact on the ability to achieve expected development results; and
• Reputation Risk is the potential impact arising from a reduction in CIDA's reputation and in stakeholder confidence in the Agency's ability to fulfill its mandate.

Find below examples of risks per categories:

• Operational: inadequate field presence, inadequate training, unrealistic expectations of results, measurement challenge, gaps in security compliance, recruitment, safety and security (security plan), health, etc.;
• Financial: inability to disburse, funding or approvals, improper use of funding, etc.;
• Development: problems of coherence with overseas partners needs, gender and environment not adequately addressed in policy, the community's lack of trust in developing country partner organization, weak partnerships, instability in country affects the project, etc.;
• Reputation: risk of damage to cida's and/or Canada's reputation, political risks in Canada, weak communications strategy, unresolved lower-level risks such as inability to produce results, etc.

For each risk identified during planning or implementation, an assessment is made of the probability of that risk becoming a factor; the potential impact (degree of adverse effect) such an occurrence might have on the achievement of the expected outcomes (employability and development).

In the Part 2 of the application form, all applicants should fill the Register Risk table by identifying a minimum of 2 risks per category.

Should you need assistance, there is the new PM Risk Tool - Risk Register available for your use. Please email psij-iyip@acdi-cida.gc.ca to receive a copy of this document. This supporting document is a work in progress and applicants should ensure that they have the most recent version.

---

12. Finances

12.1 Cost Sharing

Project cost sharing between the Canadian partner and CIDA is a specific characteristic of CPB funding mechanisms. For the International Youth Internship Program, however, cost sharing is not required.

12.2 Duration

On an ongoing basis, a Canadian organization may submit a project with a maximum duration of three (3) years.

12.3 CIDA's Financial Contribution

CIDA contributes up to $15,000 per internship, including up to $12,000 to cover eligible Canadian in-cash direct costs (see section 12.5), and up to $3,000 (or 20 percent of the total cost of the project) for the internship's administrative costs. The Organization will bear any additional costs.

The table below shows CIDA's total financial contribution for the duration of the project, based on the minimum/maximum number of interns:

Duration	Minimum Number of Interns	Financial Contribution - CIDA	Maximum Number of Interns	Financial Contribution - CIDA
1 year	5	$75,000	20	$300,000
2 years	10	$150,000	40	$600,000
3  years	15	$225,000	60	$900,000

12.4 Organization's Financial Contribution

The Canadian organization may require a maximum in-cash contribution of $1,000 per intern. In this specific case, the Organization's budget must show an in-cash contribution greater than that required of the intern, that is, the intern's contribution plus $1. To keep the requirement for such a contribution from being an obstacle to participating in the program, we strongly recommend that the contribution come from a fund-raising activity. Note that this contribution must come from Canadian sources (other than the Government of Canada) and be included in financial reports.

12.5 Direct Costs

A Canadian direct cost is a cost that can be charged to an intern directly, clearly, without any intermediate calculations, and from a Canadian source (Canadian invoice). A direct causal relationship must exist between the cost and the intern. Any calculation, in order to allocate part of a cost to the intern, severs the causal relationship with the intern.

The Organization has the responsibility of keeping all supporting documentation (invoices, timesheets, and so on) for each Canadian direct cost.

Any expenditure that does not come under the headings below will be subject to CIDA's approval. Examples of eligible Canadian direct costs are indicated in the application form in Part 3 - Budget, Table 3.1.

Budget Headings:

Travel:	This heading covers costs incurred for all travel by the intern in Canada, and between Canada and the developing country. These costs shall comply with the Treasury Board Travel Directives. Travel costs must be paid in Canada (Canadian invoice). Any expenditure disbursed outside Canada will not be eligible.
Training:	This heading covers the intern's training costs in Canada to prepare for his or her internship.
Communication:	This heading encompasses only long-distance charges and courier services directly related to the intern. These expenditures must indicate a Canadian invoice. This category does not include usage-based charges, maintenance charges, and other similar charges for telephone, fax, Internet, and e-mail services. This category also excludes communications equipment (computer, telephone, fax machine).
Salaries and Allowances:	This heading includes two options: (1) Salary paid to the intern by the Canadian organization for actual time worked to carry out the activities of the internship, plus non-discretionary benefits. These benefits normally include: sick leave, statutory leave, paid leave, employment and salary insurance, health and medical insurance, group life insurance, and the employer's pension fund contribution. (2) The allowance paid to the intern by the Canadian organization: This allowance must be reasonable and cover the intern's expenses throughout the internship (accommodation, meals, and host family).
Awareness Activities:	This heading covers Canadian public awareness activities. These activities must be detailed in Part 1 of the application form under the heading "Awareness Activities" and in Part C, Table 3.1 - Notes to the Budget.

---

13. Assessment Criteria

Funding decisions are made after proposals received are thoroughly analyzed, based on criteria that contribute to the employability of young Canadians and to international development.

13.1 Employability and Development Objectives

The following criteria are used to evaluate the proposal's compliance with CIDA's mandate and priorities:

• The project is in line with CIDA's mandate and priorities, especially in terms of contributing to the Millennium Development Goals (MDGs), sector priorities, country focus, equality between women and men, and environmental factors (if applicable).
• The project helps to achieve IYIP's objectives:
• To provide eligible youth with international experience, skills and knowledge that will prepare them for future employment in a knowledge-based economy;
• To increase employment opportunities by promoting awareness among Canadian organizations of the advantages of integrating young Canadian professionals into their structures and programs;
• To provide opportunities for Canadians to increase their awareness, deepen their understanding and engage in international development;
• To contribute to the advancement of CIDA's mandate (reducing poverty, promoting human rights and increased sustainable development) and to meeting CIDA's priorities for Official Development Assistance.
• The project clearly shows country focus/sectoral priorities and a methodology that favours employability and development results. Sending more than one intern to a partner organization in a developing country and/or to an operational project is encouraged.
• The project makes it possible to meet the priority development needs of a host organization or of poor and marginalized communities. These needs are locally defined, relevant, and consistent with the priorities outlined in national development plans or poverty reduction strategies. Efforts are also coordinated with other national and international development stakeholders.
• The project is in line with CIDA's Policy on Gender Equality. The project also helps to achieve at least one expected result on equality between women and men as defined in the objectives of CIDA's Policy.
• Programming has integrated environmental factors (if applicable).

13.2 Results and Cost-Effectiveness

The proposal's planned costs are compared with the expected results. This makes it possible to obtain an indication of the proposed project's cost-effectiveness, based on the following factors:

• Results: Target indicators and needs are clearly and jointly defined with the host organization. Specific needs, project strategy, and results are clearly and logically interrelated. Results are clear, realistic, and measurable. There are indications that the project will continue to produce results or to provide benefits once it is completed.
• Cost-effectiveness: There is a logical relationship between the proposed use of resources and expected results. There is a real possibility that Canada and Canadians can provide value-added. The promoter is entirely able to identify various sources of funding to implement the project.

13.3 Likelihood of Success / Capacity of Canadian Organization

Success factors are used to assess the likelihood that the initiative will make it possible to achieve the expected results. The following aspects are considered:

• Level of local ownership, soundness of partnerships, and sharing of results-based accountability
• Relevant sector/country experience and management experience of the promoter
• Technical basis of the project methodology
• Evaluation and presentation of assumptions and risks, as well as risk mitigation strategies
• The initiative is incorporated into the Organization's strategic plan and has obtained the support of its board of directors.

---

14. Important Links

CIDA General

• Mandate
• Millennium Development Goals (MDGs)
• Policy Suite
• Regions and Countries

Contribution Agreement

• Examples of Contribution Agreements
• Contribution Agreements General Terms and Conditions

Results-Based Management

• 2008 - Results-Based Management Policy Statement;
• Presentation of the Amended Key RBM Terms and Definitions;

Gender

• CIDA's Policy on Gender Equality
• CPB's Frameworks for Integrating Gender Equality
• CPB's Examples of Gender Equality Results Statements
• Framework for Assessing Gender Equality Results

Environment

• Environment Handbook for Community Development Initiatives
• Accompanying Document: Additional Resources

Capacity Development

• Capacity Development Activities and Results Table (Examples)

Sustainability

• Sustainable Development Strategy 2007-2009

Other Links

• PARTNERS@CIDA
• Internships 2008-2009
• Travel Reports and Warnings
• Anti-Corruption Declaration
• Youth Employment Strategy (YES)
• Career Focus
• Treasury Board Travel Directives

---

15. Contact Us

If applicants are unsure whether their organization and their project meet the eligibility criteria, or if they have any questions concerning the Guidelines, they should contact us.

By mail:

Canadian International Development Agency
International Youth Internship Program
Voluntary Sector - Projects and Education
Canadian Partnership Branch
200 Promenade du Portage
Gatineau, Québec
K1A 0G4

E-mail: psij-iyip@acdi-cida.gc.ca
Tel.: (819) 997-1146 (IYIP)
Fax: (819) 953-2845 (IYIP)
Toll free: 1-800-230-6349 (CIDA)

Canadian Regional Offices

(For the hearing and speech impaired only (TDD/TTY): 819-953-5023.
Toll free for the hearing and speech impaired only: 1-800-331-5018).