Questions and Answers – Call for Proposals – The International Youth Internship Program (IYIP) 2023–2028

General

• Can there be exceptions to the age limit of 18 to 30 for participants?

  This program is only open to youths between the ages of 18 and 30.

• Can safety issues identified in Travel advice and advisories by destination on travel.gc.ca serve as justification for offering mostly virtual internships rather than in-person internships?

  GAC will only allow internships that are completely or mostly virtual as an accommodation measure for youths who could not otherwise participate. Therefore, an organization cannot implement virtual internships for youths who could participate in person. Security issues in a country are therefore not a sufficient rationale for proposing virtual internships over in-person internships.

• How does GAC define innovation?

  Innovation in international assistance is a process, mindset and means of finding new or improved local solutions for better results and greater impact. These solutions benefit and empower the poorest and most vulnerable people, including women and girls.

  In the context of innovative engagement activities, GAC defines innovation as any new approach, partnership, use of new technologies or practices that aims to engage audiences with limited awareness of international development issues.

• Is it possible to submit a proposal for a group of youth facing barriers to employment other than the 4 groups identified on the call page—that is, youth living with disabilities, Indigenous youth, racialized youth or 2SLGBTQI+ youth?

  Applicants may target another group of youth facing barriers to employment with which they wish to work. It is their responsibility to demonstrate that this group experiences discrimination in employment and to explain how the proposed internships are part of a dynamic that will enable them to overcome some of these barriers to employment.

• Are there any academic graduation requirements to participate in an internship?

  No minimum or maximum level of education is identified in this call for proposals. However, in their proposals, applicants must show the link between the capabilities of the internship participants and the work they will be doing such that there is a real benefit and international development outcomes for local partners.

• What types of Canadian organizations with identities closely linked to the targeted youth groups can provide written or verbal (audio) testimony and what types of testimonial should they give?

  GAC has no specific expectations with respect to the types of Canadian organizations that can attest to their relationship with the applicant. What matters is the footprint that these organizations have with targeted youth. The applicant must demonstrate that the association between the applicant and the attesting organization will allow for effective, appropriate and culturally safe recruitment of and support for youth.

• Can an international non-governmental organization that has an established presence in the country of operation be a local partner and offer internships to participants?

  The organization’s status in the host country is not a factor in determining if it can be considered to be a local partner. However, the proposal must clearly demonstrate that the internships offered will help to achieve development results for local populations and that the intern will not be replacing a person hired locally.

• In the “Experimentation” section of the call page, GAC mentioned the lessons learned during the 25 years of the program. Is there a document that summarizes those lessons learned?

  Every new iteration of the IYIP has integrated lessons learned from the previous iteration. However, there is no document that summarizes those lessons learned.

• Are youths attending a youth employment centre considered a target group that faces barriers to employment?

  Attending a youth employment centre does not necessarily imply identification with a group facing barriers to employment. However, this does not mean that youths who attend such centres are precluded from self-identifying as facing barriers to employment. It is up to the applicant to demonstrate the systemic discrimination faced by the group(s) of youths targeted by their initiative.

• Innovative engagement activities: There is a maximum of 10% of GAC’s contribution, but is there a minimum?

  There is no minimum threshold for innovative engagement activities. However, they are an integral component to achieving the program’s objectives and should be a part of all proposals.

• Is it possible to initiate innovative engagement activities when interns are in their host countries?

  Yes, as long as the applicant demonstrates that the purpose of the activities is to raise awareness in Canadian audiences.

• What are the 2 financial statements you require?

  You must submit 2 separate financial statements for the most recent fiscal years. For example, the most recent fiscal year may have ended in March 2021 or December 2020, depending on the organization’s schedule. This would be considered 1 financial statement. Using the same example of fiscal years, the second financial statement would be for the fiscal year ending March 2020 or December 2019. It is important to provide 2 separate financial statements. Audited statements are preferable. If this is not possible, the financial statements should be signed by a member or delegate of the board of directors or by the owners of the company.

• Is it possible that the intern will not return to Canada and may remain in the country of assignment after the internship?

  It is the responsibility of the organization implementing the project to ensure that the objectives and results are achieved. The organization will be responsible for determining the requisite clauses in the contract signed with the interns, including those related to the obligations of the interns before, during and after the end of the internship to ensure the project’s objectives and results are achieved.

• Are organizations providing testimonials of support for applicants required to be involved in the implementation of the project in one way or another?

  There is no obligation for organizations providing testimonials of support to be directly involved in the project. The role of a testimonial of support is to act as a reference to the connections and impact that the organization has with the groups targeted by the project.

• Can artistic or sporting internship projects be taken into consideration within the framework of the call for proposals?

  It is the responsibility of the applicant to demonstrate how the proposed internships will help to achieve international development results. Therefore, artistic or sporting internships are eligible as long as there is a clear link between the proposed mandates and the international development results.

• Can a conference be organized as part of the project?

  Conferences can be eligible project activities, whether interns participate in or organize the conference.
  
  If the conference takes place while the interns are in the host country, this activity must respond to a need expressed by the local partner(s).
  
  Within the context of innovative mobilization activities, conferences are also eligible as long as they are adapted to the objectives of the project. The conference can take place either in the host country or in Canada, but in all cases, the Canadian public must be targeted by this public engagement activity.
  
  However, it should be noted that the participation of interns in a conference cannot be the only activity of the project.

• Is it still possible to participate to the networking for this call for proposals?

  The list of organizations interested in participating in the call's networking was sent out on December 19, 2022. However, since a few organizations have requested to participate since then, Global Affairs Canada (GAC) invites organizations still interested in networking to send an email to correspondance.pid@international.gc.ca by February 15, 2023. Organizations must indicate their interest and their consent to have their contact information sent to the organizations that are already part of the networking.

Eligibility

• Should supporting testimonials be written by staff members of partner organizations in Canada or by their members or clients? Besides the relationship between these organizations and the applicant, what else should be included in these testimonials?

  Letters of support should be written by the organization’s staff members and indicate the relationship between the 2 organizations. These testimonials may describe the activities carried out through the partnership, the results achieved, the people who were reached by the initiative presented, or any other activity that the organization deems relevant, and which supports the applicant’s commitment to the targeted group(s).

• Can interns receive credits if the internship is part of their studies?

  Internships as part of an academic program are permitted. However, International Youth Internship Program (IYIP) internships in international development must produce employability outcomes for participants. It is the applicant's responsibility to demonstrate that the proposed internship format will produce tangible results for achieving youth career goals. Global Affairs Canada (GAC) will not be responsible for attesting to or certifying any educational benefits established through an IYIP internship.

• Is having experience reaching youths in a target group sufficient to qualify as an organization that is closely linked to that group?

  For an organization to identify itself as being closely linked to a group of youths, the targeted group of youths must clearly be part of the organization’s mission and mandate. Quick research on the organization should reveal this mandate and experience.

• Should the eligibility criterion of demonstrating experience in implementing projects having a value of at least $1 million be calculated based on the budget of a single project?

  This can be multiple projects with youth that total $1 million in value, as long as these projects took place over the same period of 3 to 5 years.

• Are refugees eligible for the program?

  The program is for permanent residents and Canadian citizens only.

Required Project Parameters

• To assist in planning, can Global Affairs Canada (GAC) provide an estimate of the anticipated start and end dates for activities?

  GAC estimates that the first cohorts will be in 2024 and the last in 2029. Plan for what is most realistic for you. GAC will then work with the organizations selected with respect to implementation plans.

• Will GAC prioritize proposals that target all groups of youth facing barriers to employment over those that target only one of these groups?

  GAC does not expect every proposal to include every group of youths identified with barriers to employment. Nevertheless, GAC will ensure that as a whole, projects selected for implementation under the program reach youths from the various groups with barriers to employment.

• Are academic research internships eligible within the IYIP?

  Research internships within an academic framework are eligible. As stated on the call page, GAC expects internship assignments to fall within the field of international development and to align with Canada's Feminist International Assistance Policy and the Sustainable Development Goals. It is therefore the responsibility of applicants to demonstrate that the proposed research internships meet the expressed needs of local partners (ownership of the research by local organizations).

• What is the minimum and maximum duration of internships?

  GAC considers that applicants are the best judges of the length of internship required for youths to have transformative experiences that will equip them with the skills and knowledge needed for their careers. That said, GAC will assess the cost-effectiveness of each internship. It is therefore the responsibility of the applicant to demonstrate that the proposed format (including duration) will achieve meaningful employability outcomes for the youth targeted by the initiative.

• Is there a minimum or maximum number of youth participants per proposal?

  There is no minimum or maximum number of youth that must be targeted in a proposal, just like there is no minimum or maximum length for specified internships. It is the responsibility of applicants to demonstrate value for money in their proposal for internships. GAC believes that applicants are best placed to find the balance between cost, length and quality of internships, as well as the number of youth participants.

• How does Global Affairs Canada (GAC) define “racialized youth” in the call for proposals?

  “Racialized people” refers to a group of people classified according to ethnic or racial characteristics and on that basis subjected to discriminatory treatment.

• Is it possible to have internships of various lengths in the same proposal (for example, having internship opportunities of less than 3 months for some interns and internship opportunities of 6 months for other interns)?

  Yes, with justifications provided the length of internships can vary according to the youths’ needs and circumstances so as to ensure that internships are transformative and enriching experiences for each of them.

• Is it possible to extend an internship assignment for a few months if the intern wishes to continue their internship?

  Organizations must plan internships from the outset and adhere to the terms initially proposed.

• Will GAC permit the implementation of a hybrid internship model—that is, an internship with both a virtual and an in-person component?

  GAC believes that the applicants are those best suited to finding the format for a transformative internship that balances cost, duration and quality. However, it should be noted that internships that are predominantly or completely virtual are considered an accommodation for youths who cannot otherwise participate.

• Are “youth living in low-income households” considered to be an eligible target group for the purposes of the IYIP proposal?

  Applicants can identify another youth group facing barriers to employment with whom they wish to work. It is the responsibility of the applicant to demonstrate that this youth group experiences systemic discrimination with respect to employment and explain how the proposed internships are part of a dynamic to overcome some of these barriers to employment. Applicants wishing to target a youth group other than the target groups identified on the call page will need to clearly demonstrate their ability to collect, analyze and present the data on systemic discrimination.

• Must all public engagement activities for the Canadian public be carried out systematically in both official languages or can we use only 1 language for certain activities?

  Organizations can determine the appropriate language(s) for the target audiences of their Canadian public outreach activities.

• Are former International Aboriginal Youth Internship (IAYI) participants (both virtual and in-person interns) eligible for this upcoming iteration of the International Youth Internship Program (IYIP)?

  All former IAYI interns are eligible to participate in the IYIP.

• Can the applicant offer virtual internships as an accommodation for participants with dependents (for example, young children)?

  Offering an entirely virtual internship or an internship with a mainly virtual component is a permissible way to accommodate participants with dependents.

• Can applicants target participants within the youth networks they serve?

  Applicants are free to recruit youths from their own existing networks or from outside their networks, as long as they demonstrate that the youths will be able to meet the qualitative and quantitative objectives of the applicants’ projects.

• Do applicants need to submit agreements between themselves and their local partners?

  At this stage of the call, we ask that applicants submit written or verbal attestations for each of their local partners. These attestations must indicate that the project addresses a need, that the organization has agreed to collaborate in implementing the project and that interns placed through the IYIP will not replace regular positions in the organization. Formal agreements will be required once organizations are selected for funding and implementation plans are developed.

Required project experience

• What does Global Affairs Canada consider experience working with youth?

  Experience working with youth is defined as experience in delivering programs specifically designed to reach youth or in planning and implementing projects with a minimum of 1 significant youth programming component.

Financial

• Can the purchase of carbon credits for flights taken by staff members and interns be considered eligible expenses in the project budget?

  An approach to integrating carbon credits into international assistance programming is currently being reviewed. You can tentatively include those expenses in your budget proposal, and further guidance will be provided once proposals have been selected.

• Can partner organizations in Canada receive a contribution (salaries and administrative costs)?

  Salaries and administrative costs of partner organizations can be direct and eligible expenses when in accordance with the Guidance on eligible costs for development initiatives.

• What should applicants include for “accommodation-related costs” in their budgets if project specifics have not yet been determined? How can applicants outline accommodation costs needed for participants if they have not yet been recruited (for example, for mental health support or assistive devices)?

  Applicants must, to the best of their ability, estimate the project costs necessary for the proposal they are putting forward. Based on the project objectives and expected results, including targeted youths, they can estimate expected costs. Further budget details will be determined and discussed with organizations selected for funding.

• What is the difference between a local office and a local partner?

  Global Affairs Canada (GAC) defines a local office as an office of the Canadian organization in the country of intervention. A local partner is a different organization that works in partnership with the Canadian organization funded by GAC. In both cases, costs related to a local partner are normally eligible.

• Is a contribution to the costs of local offices and/or local partners (rent, electricity, Internet, technological maintenance, purchase of software, etc.) an eligible expense for the project?

  Incremental fees are allowed, i.e. fees that are in excess due to the intern’s presence at the local partner’s offices. Only costs associated with project management are eligible (the organization must explain its methodology for calculating the management costs related to the project and have this approved by GAC).

• Are furniture costs for the local partner eligible expenses?

  If there is no space in the existing offices for the intern to perform their duties, this may be an eligible cost as long as it is reasonable and related to the project.

• Are bank fees eligible expenses?

  Yes. Normally, all costs incurred abroad are eligible, according to the employee’s level of effort and/or local cost allocation (according to the methodology provided by the partner, and accepted by GAC). However, bank fees in Canada are covered by an overhead compensation rate of 12%.

• Is it eligible to pay local partners for their contribution in the project?

  Depending on your contractual relationship with the local partner, you may use lines 1.2 Local employees or 1.3 local subcontractors to recognize local partners’ time and contribution for internship activities. It is up to the organization to determine whether local partners should be compensated as local employees or local subcontractors depending on the type of relationship.

• Can the hidden lines in the budget template be included in the submitted budget?

  Global Affairs Canada (GAC) hid the following lines in the shared budget template: 64 to 71, 116 to 135, 141 to 145, 147 and 151 to 156. The goal is to simplify the process for applicants to the International Youth Internship Program (IYIP). These lines relate to development projects that are more traditional, and it is very unlikely that they will apply to the IYIP. An applicant that wishes to include expenses in these lines would need to provide strong justifications for linking the expenses to the program.

• Can you specify which overhead costs apply?

  Organizations should use a maximum fixed rate of 12%, applicable only to the departmental contribution (section 1.6.1) relating to the eligible direct costs indicated in articles 1.1 to 1.5 in the budget.

• Should financial compensation for internships be salary-based or based on living allowances?

  It is up to the applicant to determine if it wants to provide a salary or a living allowance to the interns, as well as to justify its decision based on the type of project or the contractual relationship it plans to have with interns.

• Can the participation of an intern in awareness-raising events within the Program be considered an in-kind contribution?

  An intern is considered to be a beneficiary of the internship and therefore cannot also be credited as providing an in-kind contribution on behalf of the organization.

• Is there a maximum cost per intern?

  There is no maximum threshold for each internship due to circumstances that differ greatly one internship from another. However, it is the applicant’s responsibility to demonstrate the value for money as part of their proposal.

• Is it possible to provide a living allowance for interns once they have returned to Canada so they can complete their engagement activities?

  Allowances as financial compensation are only permitted while interns are travelling for the project.

• How can the contribution of various stakeholders be recognized, such as professionals with specialized skills?

  Depending on the applicant’s contractual relationship with the stakeholders, the Guidance on Eligible Costs for Development Initiatives will help partners identify the appropriate budget category.

• What does Global Affairs Canada mean when it writes that “The proposed project will not generate any profit for the implementing organizations or other project partner organizations.”?

  As stated in the Guidance on Eligible Costs for Development Initiatives, the applicant may not, directly or indirectly, include profit in the calculation of compensation or fees, nor for any other costs detailed in the project budget, except, subject to section 1.4, in cases where such profit is included in a sub-agreement or subcontract acceptable to the department and entered into with a for-profit entity in which the organization does not hold any direct or indirect interest, and where there is an arm’s-length relationship, under the General Terms and Conditions, between the organization and the subcontractor(s).

• Can projects include indirect administrative fees in their budgets to cover, among other things, insurance, electricity and administrative salaries?

  Indirect costs are a necessary part of an organization’s operations and, therefore, Global Affairs Canada will partially compensate an organization for these costs in accordance with the overhead compensation policy. Administrative costs that are directly related to the project may be considered to be eligible direct costs. These may include telecommunication costs, translation and printing costs, out-of-country costs (such as rent, utilities and supplies), meeting costs and bank transfer fees).

• In a co-applicant situation (with 2 signatories on the agreement), can funds flow through 1 organization when the other organization is the lead signatory?

  In the case of a consortium (2 or more signatories on the agreement), funds will always flow from Global Affairs Canada to the lead signatory.

• What options are available to organizations to reach their minimum 5% contribution to the project?

  The minimum 5% contribution to the project can be made in cash and/or in-kind as described in the Cost-Sharing Policy for Grant and Contribution Agreements (international.gc.ca). The different possible sources of cost share are described in section 4.2 of the same policy. Finally, some organizations submit a proposal with other organizations to share responsibility for the project.

• How does GAC define allowances? Where should applicants indicate these costs in the budget?

  When internships take place overseas, interns are considered in travel status. They may receive allowances, not exceeding the thresholds established in the National Joint Council Directive. Organizations must demonstrate that the proposed allowances are reasonable and justifiable in regards with youths' living costs in their respective host countries. Allowances must be added to the budget line 1.5.1 "Travel Costs" in the budget.

• What does GAC consider an appropriate benchmark for establishing intern remuneration?

  In the case of virtual internships, interns may receive a remuneration that is reasonable and is based on comparative market studies that justify the rate of pay. Considerations such as interns’ skills, their job descriptions and any other employment conditions in Canada must be included in the justification for remuneration interns will receive.

• What level of detail is expected in the budget at this stage of the call?

  Applicants must forecast to the best of their ability given the project specifics proposed. It is most important that applicants demonstrate their capacity to link proposed project activities to their expenses and that they consider GAC’s budget guidance. GAC will discuss project details further with organizations selected for funding.

Signatory

• Can an applicant change its non-signatory partners or add new partners during the course of the project?

  It is the responsibility of the applicant to identify its partnerships and make the necessary changes over the course of the project to achieve the expected results. It is strongly recommended that applicants identify partnerships in backup countries in their proposal to ensure the continuity of activities in the event that it is no longer possible to implement internships in a host country.

• Is it possible under this call to create new alliances to work with groups facing barriers to employment?

  Yes, it is possible to create or be part of a consortium or to establish non-signatory partnerships with Canadian organizations that work with youths facing barriers.

• Are there guidelines for what type of contractual relationship applicants should establish with the organizations they wish to involve in the project?

  It is up to the applicant to determine which partnerships they wish to pursue based on the role each organization will play in the project. This role will influence the contractual relationship (for example, co-signatory partner, subcontractor or local partner) that the applicant will establish with the organization.

• If the proposal is submitted by a consortium (co-signatories), do both or all consortium partners need to be registered in the portal ahead of submission?

  For a consortium, an applicant must designate an organization to lead the group, but each co-signer must be registered and must upload all required documents to the Partners@International portal.

Application form/Process

• Is it possible to contact a member of the GAC team to discuss specifics related to the proposal?

  To ensure the transparency and fairness of the process, GAC representatives cannot speak with potential applicants. Applicants must include what they consider to be the most relevant in their proposals. GAC will further discuss implementation with organizations whose proposals have been selected.

• What level of detail is required in the description of internship mandates?

  At this stage, Global Affairs Canada (GAC) needs only general information that shows the internship assignments will meet the project objectives.