Grant funding application guidance document

On this page

• Application guidelines
• DFO regional contacts
• Indigenous habitat participation program - Grant funding context
• Proposal evaluation
• Instructions to complete the grant application

Application guidelines

The following information provides applicants with an overview of Fisheries and Oceans Canada (DFO) Indigenous Habitat Participation Program’s (IHPP) Grant Funding Program. The Program supports Indigenous participation in consultation on regulatory decisions and approvals administered by the Fish and Fish Habitat Protection Program. This guidance documents explains how to complete an application for IHPP grant funding.

Applicants are required to submit an application to be considered for funding. All sections of the application form must be completed in order for the application to be processed by DFO.

Preference will be given to proposals requesting up to $21,000. Proposals greater than $21,000 may also be accepted if the proposed expenses are relevant to supporting deep and complex consultation activities. IHPP grants component is not a refundable program. Any activities undertaken prior to grant approval will not be reimbursed, and applicants should submit their grant requests soon after receiving DFO’S letter to initiate a consultation process.

Information provided to DFO will be treated in accordance with the Access to Information Act and the Privacy Act.  These laws govern, protect and limit the collection, use and disclosure of personal, financial and technical information by federal government departments and agencies.

For more information about the IHPP Grant Program, please visit the IHPP website or contact the DFO regional office.

Note: To be considered, your application must be emailed to the DFO regional office where the proposed project subject to the consultation process is located. Confirmation of receipt of each application will be sent within five (5) business days; an IHPP file number will be assigned for use in future correspondence.

DFO regional contacts

The application form must be e-mailed to the appropriate regional DFO e-mail address listed below.

• Alberta: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• British Columbia: dfo.pacihpp-ppahpac.mpo@dfo-mpo.gc.ca
• Manitoba: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• National: dfo.ncrihpp-ppahrcn.mpo@dfo-mpo.gc.ca
• New Brunswick: dfo.glfihpp-ppahglf.mpo@dfo-mpo.gc.ca
• Newfoundland and Labrador: dfo.nlihpp-ppahtnl.mpo@dfo-mpo.gc.ca
• Northwest Territories: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• Nova Scotia: dfo.marihpp-ppahmar.mpo@dfo-mpo.gc.ca
• Nunavut: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• Ontario: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• Prince Edward Island: dfo.glfihpp-ppahglf.mpo@dfo-mpo.gc.ca
• Quebec: dfo.queihpp-ppahque.mpo@dfo-mpo.gc.ca
• Saskatchewan: dfo.caihpp-ppahca.mpo@dfo-mpo.gc.ca
• Yukon: dfo.pacihpp-ppahpac.mpo@dfo-mpo.gc.ca

Indigenous Habitat Participation Program - Grant funding context

On 7 June, 2019, the Minister of Fisheries and Oceans launched the Indigenous Habitat Participation Program (IHPP) to support Indigenous Peoples participation in the conservation and protection of fish and fish habitat.

IHPP’s Grant Funding Program supports Indigenous Peoples’ participation in consultations activities when they are consulted about DFO – Fish and Fish Habitat Protection Program’s Crown conduct (decisions under the Fisheries Act and Species at Risk Act) and DFO’s consideration of potential adverse impacts on Aboriginal and treaty rights, as well as Indigenous Knowledge, in those decisions.  These regulatory permitting decisions are about whether or not to:

• issue or refuse the issuance of an authorization / permit for the carrying on of a project (work, undertaking and/or activity) that results in the death of fish other than by fishing and/or the harmful alteration, disruption or destruction of fish habitat under the Fisheries Act and/or in relation to impacts which may be permitted under the Species at Risk Act
• enter into fish habitat bank arrangements, and approve related conservation projects and defined service areas or authorize any work, undertaking or activity proposing to be use as habitat credits

When consultation is required, DFO will initiate consultation with potentially affected Indigenous group(s) and invite them to apply for IHPP grant funding. Prior to submitting an application, DFO will work with the applicant to develop a consultation approach that sets out a consultation process, including timelines, scope and activities. The application for IHPP grant funding should be guided by the consultation approach.

The IHPP grant funding application process is open all year to receive applications.

Proposal evaluation

Following submission of an application, DFO evaluates the application based on the following elements:

• eligibility criteria, including:
• applicant
• activities
• expenditures
• the applicant’s explanation of how funds will support the consultation approach established with DFO
• whether there is duplication of activities or funding
• relevance of the proposed activities to program objectives, such as supporting Indigenous participation in consultation about DFO’s fish and fish habitat protection decisions under the Fisheries Act and Species at Risk Act and the consideration of potential adverse impacts on Aboriginal and treaty rights

Note: DFO may approve different funding levels on a case-by-case basis, and will take into consideration the complexity of the activities proposed, and the relevant benefits from the activities.

The IHPP- Grant Funding Program is not a refundable program. Do not include in your application any past activities and their expenses. Any activities undertaken prior to grant approval will not be reimbursed. Applicants should submit their grant requests soon after receiving DFO’s letter initiating a consultation process.

In the event that a consultation body or entity (established by rights-holding communities) is representing multiple communities, consideration will be given to adjust the funding preference to address the request on behalf of multiple communities.

DFO’s evaluation will also take into account other sources of funding available to the applicant when determining whether the funding amount is appropriate. DFO will not fund activities that duplicate services, studies, or written materials that are already being funded by other public or private sources.

Instructions to complete the grant application

Please follow the instructions below to ensure your application is complete.  For any inquiries related to the application process, please contact the appropriate regional contact listed.

Form part 1 – Applicant information

Legal name of applicant

Please use your organization’s legal name. It is important that the name you use for financial transactions be presented accurately to avoid complications in payment.

Name and title of authorized individual

Please provide the name and title of an authorized Individual (person representing the organization). This individual will become the main contact point for the IHPP grant application.

Please include an up-to-date telephone number(s) and email address .

Mailing address

Please include an up-to-date mailing address for your organization.

Preferred official language

Please select the preferred official language (English or French) with which your organization would like to receive correspondence.

Proposed title for IHPP project

Please select the preferred official language (English or French) with which your organization would like to receive correspondence.

Eligible recipients

You may be eligible for IHPP grant funding if you are an Indigenous Nation / Indigenous group whose Aboriginal or treaty rights may be affected by a project decision under the Fisheries Act and/or Species at Risk Act and are:

• Indigenous Communities / Bands / Settlements
• District Councils / Chiefs’ Councils / Tribal Councils
• Indigenous governments
• Bodies or entities established by rights-holding communities to represent them

If your organization is a body or entity representing multiple rights-holding communities, please identify the communities your organization will represent.

Eligible activities

Eligible activities are:

• Reviewing studies or reports about a proposed project subject to DFO’s regulatory permitting decision
• Compiling, developing, and providing information, data and studies on fish and fish habitat issues and other issues related to DFO’s regulatory permitting decisions – this includes the compilation and provision of Indigenous Knowledge
• Supporting engagement (e.g., internal discussions with right holders, community members and leadership)
• Preparing for, participating in, and contributing to consultation activities, including public meetings or discussion groups, as well as formal consultations related to fish and fish habitat protection regulatory permitting decisions under the Fisheries Act and/or Species at Risk Act, or related legislation
• Provision of information, data or views regarding the effects of project decision(s) on impacts to potential or established Aboriginal or treaty rights or title

Description of proposed activities

Please describe the proposed review and/or consultation activities, including an indication of how the activities will be undertaken:

• Who will be involved in the consultation (e.g., Indigenous community(ies) or group(s) and what level of representation will be targeted – e.g., Nation, regional parts of a Nation, part or all collective rights holders, communities)
• How the consultation approach will gather the views of the rights holders (e.g., key activities and milestones)
• How the input will be provided to rights holders, leadership and to DFO for inclusion in the consultation process

Also include, or provide as a separate attachment, the consultation approach established with DFO.

(Maximum 500 words)

Description of potential adverse impact on Aboriginal and treaty rights

Please indicate how the proposed project (e.g., works, undertakings or activities or fish habitat bank and its related conservation projects ) requiring a Fisheries Act/Species at Risk Act decision has the potential to adversely impact your Aboriginal and treaty rights.

(Maximum 500 words)

Budget information

Expenditures must be directly related to eligible activities outlined above.  Please identify the proposed budget for the total cost of the activity(ies). In this table, please identify the dollar amount and include a brief description for each applicable eligible expenditure category. Please include the amount requested from DFO and all other sources of funds (cash or in-kind support).

Eligible expenses

Under IHPP grant funding, eligible expenses can relate to:

• Salaries and wages and employer mandatory benefits;
• Professional technical and specialized services;
• Software and computer equipment;
• Printing;
• Telecommunications, communications/network, data communications, or image/video communications services;
• Postage, parcel post, or courier services;
• Rental of office space, room and/or facilities;
• Conferences, workshops and meetings;
• Travel expenses (including travel kilometers/flights, meals, incidentals and accommodation);
• Honoraria for Elders or Indigenous Knowledge Holders;
• Cost for ceremonial offerings; and,
• Administrative overhead up to 15% of eligible costs of the proposal.

Note: Honoraria for an Elder or Indigenous Knowledge Holder is capped at $350/person/day.

Ineligible costs

Ineligible expenses include;

• Costs not directly related to project specific consultation activities;
• Capital expenditures;
• Costs for construction; lost income and renovation of buildings;
• Honoraria for elected officials;
• Cost related to post consultation monitoring activities;
• Cost related to accommodation measures; and,
• Cost for litigation.

Below is an example of a budgetary table to help guide your preparation. 

Funding from Other Federal or Provincial Departments/Agencies

IHPP grant funding has a "stacking limit". A stacking limit is maximum permitted amount of combined funding from federal, provincial, territorial governments for participation in any DFO-FFHPP led Crown consultation. Combined funding from governments to a recipient for participation DFO-FFHPP led Crown consultation activities cannot exceed 100% of eligible costs.

DFO will not fund activities that duplicate services, studies or written materials that are already being funded by other public or private sources.

Please identify whether your organization sought funding or is seeking funding in any other consultation on the same project as part of federal or provincial impact/environmental assessment or regulatory process, and if so, please provide details.

Form part 2: Declaration/Signature

DFO accepts either wet signatures or digital signatures.

By providing your signature, you confirm that all information contained in the grant application is accurate.