Proposal Format

In order to be considered for funding, all proposals submitted to the Northern Contaminants Program (NCP) must include a detailed proposal following the format outlined below.

2.1      Proposal Format

If needed, a sample proposal can be provided by contacting the NCP Secretariat.           

Note:  For ongoing multi-year projects, please emphasize any changes from the original proposal.


1. Project Title:


2. Program Category:

Indicate which of the following five subprograms the project falls under (only one is allowed):


3. Program Priority

Indicate the key priority under the subprogram Blueprint that the project will be focussing on.


4.  Project Leader, Affiliation and Contact Information:

Include mailing address, telephone, fax and e-mail.

5. Project Team Members and their Affiliations:

List names of all the project team members and their affiliations. All team members listed must be actively involved in the research. For multi-year projects please ensure that the list of project team members is still valid. By listing members of the project team, the applicant (or Project Leader) is confirming that these individuals have agreed to be included as members of the project team in 2016-2017 and have been granted an opportunity to review and/or provide input on this project proposal.

6. Plain Language Summary:

Provide both project relevance and a description of the proposed project that would be understood by a non-scientific audience in a maximum of 100–200 words (narrative or bullet-form). This will be used in the review process, particularly by the Regional Contaminants Committees (RCCs) during their social/cultural review of proposals as well as by the NCP Management Committee. These plain language summaries will also be used on the NCP website to provide a brief description of NCP-funded projects.

The summary should answer the following questions: 

  • What is the proposed work?
  • What questions does the project attempt to answer and why?
  • Where and when will the work be done?
  • How will the project involve/help Aboriginal peoples and other Northerners?
  • What are the expected results and the results to date?

7. Project Description

a)    Objectives: 

Provide well-defined short-term and long-term objectives for the overall project in relation to the applicable NCP Blueprint.

b)    Rationale:

Describe the rationale for the project in relation to the applicable NCP Blueprint. This should be a detailed section that clearly lays out the scientific basis for the proposed work. It is this section that will convince reviewers that the proposed work addresses the needs described in the Blueprint in a way that is scientifically defensible.

c)    Progress to Date:

Describe the results of any work completed to date so that the project can be properly and fully evaluated. This should include any work carried out in related NCP projects as well as non-NCP funded projects whose results are specifically relevant to the proposed work. This section should also include information on any progress in the areas of capacity building, communications and/or the use of traditional knowledge.

d)    Proposed Work:

Provide a brief description of activities, including project design and methodology, where and when the work will be carried out over the lifetime of the project. Include a more detailed description of planned activities in the year for which funds are being requested.

e)    Deliverables:

Specify the deliverables to be submitted to the NCP Secretariat over the lifetime of the project, as well as for the year for which funding is requested. Include data reports, open literature publications, reports, workshops and items for communications initiatives; please refer to Table 1.3 for reporting requirements.

8.  Clients/Partners:

List the departments, agencies, Aboriginal organizations, communities and other countries, along with the corresponding contact persons, involved in the project and/or who could make use of the results (for the current funding year only).  List any other projects that are related to the proposed work and indicate any shared costs and/or sample archival possibilities.

9.  Communications, Capacity Building, and Indigenous Knowledge:

a) Communications

Describe in detail (for the current funding year only) any communications activities planned as part of the proposed project, including the names of people and organizations that have been or will be contacted. Examples of communications activities include (but are not limited to):

  • Production of fact sheets or other materials
  • Presentations to school groups and other community organizations
  • Progress reports sent to Hunters and Trappers Organizations
  • Poster presentations.

b) Northern Capacity Building and Training: 

Capacity building can be defined, for the purposes of the NCP, as activities which can improve an organization, community or a person’s ability to engage in contaminants issues. Describe the capacity building efforts planned for the year for which funding is requested. Some examples of capacity building include (but are not limited to):

  • Formal training programs (one-on-one or small group training with the researcher)
  • Community or target-group workshops
  • Presentations to, and engagement of, science classes (promoting student involvement)
  • Hiring and engagement of local individuals in research projects 

c) Indigenous Knowledge:

Explain how the proposed project will utilize local and/or Indigenous Knowledge, unless not applicable (for the current funding year only). Local and Indigenous Knowledge may be required when considering overall trends. One example is the use of Indigenous Knowledge in collecting wildlife samples (to assess the timing of sample collection, changes in migration patterns, changes in populations, and/or changes in habitat). Please contact the appropriate IRA and/or RCC members to discuss the potential for collaborative application of Indigenous Knowledge in your project, see Contacts.

10.  Community Engagement:

This section must be completed for all projects, including ongoing multi-year projects for which any part of the project in any year of the study was conducted in the North or made use of samples from the North. For projects that have no northern component at any stage, a brief statement explaining why there has been no northern community engagement is sufficient.

Describe the specific details of the community engagement that has occurred thus far, including efforts and successes from the previous year’s project (if applicable) and specific plans for future community engagement (e.g., what was discussed, with whom and when). Applicants are strongly encouraged to contact the relevant RCC and IRA during proposal development to receive guidance on the type of community engagement needed for their project, see Contact Information.

Signed Community Engagement form(s) and/or letters of community consent must be submitted to the NCP Secretariat by March 31, 2017 and are requirements for funding approval from the NCP.

NCP Community Engagement Form 2017-2018.DOCX

a)    Ethics review: 

Proposals for human health research must include information about the relevant ethics review, which ethical review board has or will review the study and the status of the review. A copy of the relevant consent form should also be included. It should be noted that NCP access to project data needs to be recognized in this documentation.

11.  Laboratory Analysis: 

Provide the name of the laboratories that will be used to conduct contaminant analyses, the cost of analysis per sample, the quality assurance/quality control (QA/QC) methods and procedures to be used and whether the laboratory currently participates in the NCP QA/QC program or is willing to do so (for the current funding year only).

Provide a report on the performance of the laboratories in the most recent NCP QA/QC interlaboratory tests. For laboratories that analyze air extracts or human tissues, report on the performance in QA/QC programs specifically developed for those matrices. Laboratories new to the NCP should report on performance from other recognized interlaboratory testing programs. If a project will use a laboratory new to the NCP that has yet to participate in the NCP QA/QC program, performance in other QA/QC programs should be reported that demonstrate a high quality of analytical performance.

12.  Data Management Plan: 

Describe your data management plan, where and when the data will be captured and when the metadata records will be created in the Polar Data Catalogue.  Project leaders will be requested to complete and sign the NCP Sample and Data Accessibility Form upon approval of funding.

13.  Relevant Publications/ Presentations:  

This should include publications and presentations by project team members relevant to the proposed project (2 pages maximum). This section should also include a list of the references cited in the text of the proposal.

14.  Supportive Information on Expertise:

Attach résumés etc. to demonstrate the scientific excellence, experience and/or expertise of the project leader(s) (maximum two pages per individual).

2.2      Budget Tables

Proposals submitted to the NCP for funding must include budget tables prepared using templates available from the NCP Secretariat. Use Budget Table 1 to identify the budget request for 2017-2018; Budget Table 2 summarizes these requests by category; Budget Table 3 identifies any other sources of funds that are available for the project from other sources and includes in-kind support as well as cash contributions. For any questions or issues pertaining to the Budget Tables template, please contact the NCP Secretariat.

NCP Budget Tables 2017-2018.XLSX

Budget Table 1: Detailed budget information for NCP support

For NCP funds being requested please follow the instructions outlined within the budget template. Please note that some columns are auto-calculated and thus are locked for editing (i.e you will not be able to delete or enter information directly into these columns). 

Budget Table 2: Budget summary information

If your project received funds in 2016-2017, please enter those amounts in the fields provided. If your project intends to request funds for 2018-2019 please enter these amounts (please note, these amounts can be estimates and are not binding). The remainder of Budget Table 2 is auto-filled from the inputs in Budget Table 1 and Budget Table 3  

Budget Table 3: Other sources of funds

Please indicate other funding sources in Budget Table 3. Other funding sources include in-kind contributions such as staff salaries, services, facilities, and operating funds as well as the estimated value, status, and source of other known or potential contributions to the project (e.g., Natural Sciences and Engineering Research Council of Canada (NSERC), ArcticNet, other government departments (OGDs), Canada Foundation for Innovation, etc.).

The following provides further detail on the Classes of Expenditures that are to be used in the budget tables.

1.                   Professional Fees and Services:

Legitimate entries under this category are the wages of people hired specifically for the project (i.e., non-federal employees including students, Aboriginal and/or local employees). Caution should also be exercised to ensure that double counting of contracted employees does not occur.

  • Indicate the total estimated value of each contract to be let under the project, the contractor name (if known) and purpose of the contract.
  • Contractors must provide justification of their fees.
  • If funding is requested for student stipends, it must be used for tasks directly related to the project.
  • In the case of contracted laboratory services, indicate the cost of analysis per sample, as well as the type of analysis and number of samples. If a student is to conduct any of the analyses or sample preparation, the analysis costs should be reduced as appropriate.
  • This category should not include the salaries of full-time continuous or term federal employees participating in the proposed project. The latter salaries are government A-base and are covered by the particular department whether the personnel are participating in an NCP project or in other work. Such salaries should be reported in Budget Table 3 “Other sources of funds”.

2. Equipment and Facilities:

  • Specify the type of equipment, equipment costs (purchase, lease or maintenance) and the extent to which the equipment will be used in NCP contaminants projects.
  • Only equipment that is specifically purchased leased or developed for the particular project should be reported in this category.
  • The maintenance cost of equipment already owned by the federal government and used as part of the project should be reported in Budget Table 3 “Other sources of funds”.
  • Indicate the cost of any laboratory analysis per sample, the type of analysis and the number of samples to be analyzed.
  • Only the cost of the sample analysis and/or the development of specific analytical techniques for an NCP project are appropriate.
  • The costs of shipping equipment.

3. Travel:

  • Include all travel, accommodation and meals.
  • The cost of establishing and operating field camps, aircraft rental and shipping (i.e., freight) should also be included in this category.
  • Ship time should be reported under this category only when the use of the ship will be charged directly to the project or when smaller vessels are rented for the express purpose of conducting the project.
  • If ship time is considered government A-base (i.e., the project manager is not charged for time on board) then such costs should be reported in Budget Table 3 “Other sources of funds”.
  • Travel to workshops, northern consultation sessions, and meetings.
  • Budgets can include an amount up to a maximum of $2,500 related to travel to the NCP Results Workshop in September 2017

 4. Other Costs:

  • Other costs include miscellaneous costs such as office supplies and operating expenses (e.g., office space, rental, phone, printing, computer time, fax, photocopying and postage).
  • Costs that do not fit in any of the above categories should be included here.

5. Administration Fee: 

All administrative expenses associated with the project activity may be included in this category. This may include, for example, payroll or accounting services. Administrative expenses shall not exceed 15% of the total project budget.

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