Documents and Forms to Download
-
NEW Allocations Process Handbook:
Handbook for Agencies 2009-2010
-
Application Form:
Application for Program Funding 2010-2012
Application and Evaluation Time-Line
Jewish Federation of
This coming year’s allocations process will mark the 6th year of the Federation’s shift to program based funding. Organizations and schools also receive financial support through unrestricted or ‘core’ funding through the Ottawa Jewish Community Foundation.
The Committee’s funding recommendations and the Board of Director’s final funding decisions are based on the Federation’s strategic objectives and the availability of resources.
O OBJECTIVE 1. Increase the opportunity for meaningful points of contact for young people in the
O OBJECTIVE 2. Fund and create opportunities to include newcomers, unaffiliated Jews and the vulnerable in the
O OBJECTIVE 3. Build effective partnerships among local Jewish agencies in order to increase inter-agency cooperation.
O OBJECTIVE 4. Improve communication of Federation activities to Jewish and general community in order to increase awareness of the Federation and its partners.
O OBJECTIVE 5. Enable and inspire community members with potential capacity, who make marginal or no contribution to the community or Annual Campaign, to increase their participation and commitment.
O OBJECTIVE 6. Increase opportunities for the
Allocations Process and Deadlines
1. The Role of the Allocations Committee
The mandate of the Allocations Committee under the Jewish Federation of Ottawa includes:
I. Recommending to the Board funding priorities, policies and procedures which identify and respond to evolving broad social needs of the community;
II. Evaluating agency requests for funding and recommending allocations to the Board;
III. Evaluating the effectiveness of programs funded and allocations awarded to partner agencies.
This coming year’s allocations process will mark the 6th year of the Federation’s shift to program based funding. Organizations and schools also receive financial support through unrestricted or ‘core’ funding and through the Ottawa Jewish Community Foundation.
The Allocation Committee’s funding recommendations and the Board of Director’s final funding decisions are based on the Federation’s strategic objectives and the availability of resources.
The complete reports of community allocations for both schools and program funding are available on-line at www.jewishottawa.com.
2. Funding Envelopes
Funding priorities of the Ottawa Jewish Community for 2010-2012 are framed in the following envelopes:
- Assisting the Vulnerable Envelope
- Strengthening Community Envelope
a. Assisting the Vulnerable Envelope
This envelope provides funds for ongoing programs by or in partnership with organizations whose main beneficiaries are vulnerable members of the Jewish community. Funds in this envelope assist:
- Individuals who need financial assistance due to insufficient income or unemployment
- Individuals who require counseling and support
- Disabled individuals- whether their disability is physical, developmental, or psychiatric
- Seniors who are in need of assistance with daily tasks or financial assistance
- Immigrants in need of services to help them make the transition to Jewish life in
b. Strengthening Community Envelope
This envelope provides funds for ongoing Jewish cultural, social, recreational and educational programs serving a broad range of beneficiaries. Priorities in this envelope include:
- Jewish identity- Culture, Education, Recreation,
- Community Leadership and Volunteer Development
- Defending Jewish Community and Human Rights- Advocacy, Media etc.
3. Application Package
This year the Allocations Committee has undertaken to improve the allocations process by improving and harmonizing the tools that it uses to gather information about community programs. Federation staff consulted other Jewish communities to learn about how they allocate funds to their communal agencies. As well, Federation staff consulted with professionals to learn about best practices in the area of program evaluation for non-profit organizations.
Starting next year, the Allocations Committee has decided to adopt the Logic Model as a means of better understanding how programs work. The logic model concept is now widely used by granting agencies for program evaluation. The
All partner agencies and Jewish schools will receive an allocations application package early in November. Information and applications are also available on-line.
NEW NEXT YEAR…
Starting in fall 2010, during the next allocations process, all agencies will be required to complete the NEW Logic Model Application Forms.
The Federation will provide training and information sessions
to assist with this transition.
4. Deadlines
The deadline for submission of Application Forms is
December 4, 2009.
5. Agency Support
An information session will be offered to agencies wishing to receive more details about the application forms and the process.
Information Session: Thursday, November 12, 2009. 2:00 pm at the SJCC.
‘Hands-on’ assistance and technical support is available to individual agencies in preparing applications for funding throughout November. Contact us to schedule an appointment:
6. Decision Making Process and Agency Meetings
In September 2009, the Allocations Committee is being restructured in order to streamline the entire process so that is more efficient, to help ensure that the JFO is achieving the greatest impact for community dollars. The new structure includes three sub-committees that are theme-based and will each focus on programs that fall under their specific area. Under this structure, sub-committees share the work of reading through and processing the large amount of information provided by agencies about their programs.
Sub-committees will meet with each agency that submits an application for program funding in January/February. During these meetings agencies will have the opportunity to provide further details about their program and to answer any questions the sub-committee members might have. Written questions from sub-committee readers, if any, are submitted ahead of time to each agency.
Each sub-committee will then prioritize the applications that they received and provide a ranked list to the Allocations Committee. The Allocations Committee, when it finally meets in March, will have the carefully considered list of funding recommendations from each sub-committee. It will then compile a final list of recommendations for funding to send to the Board of Directors.
Through this process all programs receive a thorough and vigorous review. The result is a comprehensive process, which subjects each application to detailed scrutiny.
7. Disbursements
All allocations will be distributed monthly, beginning July of the new fiscal year.
8. Notification: Funding Letter
As soon as allocations are approved by the Board, agencies are notified of their funding results through letters. It is the practice to not explain funding rationales in the correspondence. A meeting can be scheduled with
There is no appeals process apart from the possibility of supplemental allocations becoming available in the future.
Those agencies receiving funding will be sent a Funding Letter which will detail the terms of the funding.
Guidelines on Eligibility
1. In order to qualify for funding, a community organization must:
Ø Be a member of the Jewish Federation of Ottawa. An agency can apply to become a member of the JFO if it is a local Jewish organization that has been in existence for more than one year and holds at least one meeting a year.
Ø Be a non-profit organization recognized by the Canada Revenue Agency as a registered charity.
Ø Agree to accept the conditions outlined below in the section entitled Obligations and Responsibilities of Funded Agencies.
Ø Demonstrate fiscal responsibility and have a committed volunteer board. The Board must hold an Annual General Meeting.
Ø Programs must benefit residents of the Jewish community of
Ø Respect the rules for fundraising as outlined by the Multiple Appeals Committee including not holding fundraising campaigns during the Federation fundraising window from Sept. 15 to Nov. 30, and advising the Committee on a timely basis of any agency fundraising campaign prior to launch.
Ø Ask that all members of the Agency’s Board be in good standing with the Federation Campaign.
Ø Be supportive of the JFO’s Annual Campaign by sending at least one person to one shift of the Annual Federation telethons.
2. Non–Member Applications
Applicants who are not members of the Jewish Federation of Ottawa may apply for funding with the following conditions:
Ø Applicant organizations must be registered charities.
Ø If they are not registered charities, they must partner with a currently funded agency.
Ø Funding will be limited to 1 year.
Obligations and Responsibilities of Funded Agencies
The Federation acknowledges that other regulations and guidelines may be imposed on different agencies from outside the Jewish community and that these rules may supersede the commitments outlined here.
v Federation Recognition
a) Give full recognition to Federation funding when communicating with potential donors.
b) Participate actively in promoting the success of the Federation’s fundraising and program activities, and encourage and enlist the participation of its constituency and members in such activities.
c) Display a Federation plaque or sign inside the agency and at or near the entrance of its premises with the Federation logo.
d) Include an appeal to support the Federation annual campaign in the agency’s communication material at least once a year.
e) Where appropriate, mention the relationship to Federation or place the Federation logo on communications materials (including letterhead, web sites, mail solicitation, brochures, newsletters, flyers, folders, etc.)
f) Include mention of the Federation’s financial support in public communications regarding service delivery, where appropriate.
v Accountability
a) Provide program evaluations, audited financial statements, other financial and statistical reports as requested. Provision of funding for each program is conditional on the completion of Federation program evaluation reports.
b) Advise the Federation immediately of any major organizational changes (governance, service, program or funding changes), which affect services supported by the Federation allocation or the financial viability of the agency.
c) Cooperate with the Federation and other local Jewish agencies on addressing broad community issues and challenges that go beyond the scope of any one agency.
v Community Process
a) Use “Planit Jewish” as a tool for scheduling community events and agree to respect other agencies by making an effort not to hold competing events at the same time.
b) Ask that the agency’s senior professional participate in the Professional Director’s Forum or other initiatives which encourage greater cooperation and coordination among and between organizations that are a part of the Jewish community. (Please note that this applies only to agencies that have full-time senior professionals on staff.)
c) Ensure an ongoing effective dialogue and communication and agree to consider the overall best interest of the community in all of their deliberations.
d) Acknowledge that payment of funds allocated to the agency may be subject to reduction or cancellation, in whole or in part, if the agency fails to carry on its activities, in whole or in part, as represented at the time of the request for funds. Decisions to alter funding will be made in consultation with the agency and will be considered as a last resort.
Obligations and Responsibilities of Federation
The Federation commits to the following obligations vis-à-vis the agencies that it funds:
v Accountability
- Conduct a comprehensive annual campaign in the Greater Ottawa area.
- Allocate available funds to agencies based on the publicly available criteria and guidelines of Federation’s allocations policy.
- Meet with agency staff and or board in order to assist them in meeting application deadlines, explaining the results of the applications process or any other aspect of Federation’s funding policies or procedures.
- Respect the confidentiality of records the Federation holds on members of the community.
- Communicate allocation decisions to the community expeditiously and in full.
v Community Process
a. Provide allocation payments on an as agreed and timely basis.
b. Plan with agencies/schools to meet future needs and develop strategies for raising required resources. The Federation will incorporate updated information concerning capital and program needs into its fundraising initiative.
c. Facilitate the development of additional funding opportunities as available by cooperating and partnering with the agencies on the development of their own fundraising plans, coordinating community fundraising to ensure that events and appeals are coordinated, assisting the agencies in identifying new opportunities for fundraising, and encouraging joint agency partnerships in fundraising.
d. Identify broad community issues and facilitate the building of partnerships to work with the agencies and other community organizations to address challenges that go beyond the scope of any one agency.
e. Share mailing lists of community members in accordance with the privacy policies and requirements of each organization.
f. Provide board leadership development opportunities and community building initiatives in cooperation with agencies in order to assist them in improving their governance, accountability, and organizational processes.
g. Mediate disputes on the request of all of the parties involved.
h. Consult on a regular basis with stakeholders to refine the allocations process and to gather information to identify the types of and the extent of need in our community.
v Agency Recognition
- Identify the agency/school as a Federation funded agency and interpreting to the public the broad range of services provided by the agency.
- Promote, celebrate and publicize the activities of each of the funded agencies and work to ensure that each receives public recognition for its contributions to the community.
- Where appropriate, display the names and/or logos of the partner agencies in communications material.
- Maintain a web site (www.jewishottawa.org) to promote the overall Jewish community and all the agencies and to offer services to the agencies including an on-line community calendar, advertising for job openings and advertising for events and programs.
Contact Information
For further information or for assistance, please contact:
Planning Associate
Jewish Federation of
(613) 798-4696 ext 253
sbeutel@jewishottawa.com
Senior Director of Planning
Jewish Federation of
(613) 798-4696 ext 297
Copyright © 2010 The Jewish Federations of North America, Inc. All Rights Reserved
Privacy Policy | Terms of Use