Institute for Health and Social Policy
TRAINING AND RETENTION OF
HEALTH PROFESSIONALS PROJECT
MEASURE 2
RETENTION PROGRAM
EDUCATIONAL INSTITUTIONS COMPONENT
GUIDE FOR APPLICANTS
EDUCATION RETENTION INCENTIVE INITIATIVES
2014-2018
February 2015
TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
TABLE OF CONTENTS
PAGE
3
1.
IDENTIFICATION OF APPLICANT ORGANIZATION
2.
INFORMATION ABOUT THE 2014-2018 EDUCATION RETENTION INCENTIVE INITIATIVES
3
3.
DECLARATION BY THE EDUCATIONAL INSTITUTION
6
4.
SIGNING AUTHORITIES
6
APPENDIX – BUDGET SUMMARY 2014-2018
7
INSTRUCTIONS
Educational institutions must use the designated application form to submit their funding
requests for retention incentive initiatives for the 2014-2018 period. The maximum amount
allocated per project is $ 20,000 per year. The deadline for application is March 2nd, 2015
BEFORE COMPLETING THIS FORM, WE RECOMMEND THAT YOU READ THIS GUIDE AND THE
RETENTION PROGRAM PROSPECTUS, PAYING SPECIAL ATTENTION TO PAGES 8-10, 14-15, 1718 AND 21.

ALL APPLICATIONS MUST BE FILLED OUT USING A COMPUTER KEY BOARD AND PRINTED

PLEASE ENTER THE NAME OF THE EDUCATIONAL INSTITUTION IN THE HEADER BY DOUBLE
CLICKING ON THE HEADER BOX.
If you have questions about the Project Application Form or the Guide, please contact:
Mr. Jean Robert
Senior Advisor for Partnership Development
Training and Retention of Health
Professionals Project
McGill University
E-mail address :
jeanrobert2176@gmail.com
Telephone : 418 569-9073
Kindly send your completed form to:
Ms. Mireille Marcil
Director
Training and Retention of Health
Professionals Project
McGill University
Mailing address :
E-mail address:
mireille.marcil@mcgill.ca
Telephone: 514 398-3447
Fax: 514 398-2627
550 Sherbrooke Street West
West Tower, Suite 775
Montreal (Quebec) H3A 1B9
Ce guide est disponible aussi en français : http://www.mcgill.ca/hssaccess/fr/forms
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
1
IDENTIFICATION OF APPLICANT ORGANIZATION
This section provides information about the educational institution. In Section 1.2 we ask that
you provide the name of the Director General (or equivalent) of the organization. The name
given in section 1.3, the contact person, identifies the individual who will be in charge of the
project and will liaise with its partners and McGill University.
2
INFORMATION ABOUT THE 2014-2018 EDUCATION RETENTION INCENTIVE INITIATIVES
2.1
PROJECT TITLE
The project title should reflect the content of your project and include the name of your region.
2.2
PROJECT DESCRIPTION
The project description must outline the project objectives and provide a summary of the
proposed activities and their target groups. We suggest that you complete the sections
requesting specific details about your project before summarizing the project description. Your
description, which should not exceed 225 words, will be posted on the website of McGill
University's Training and Retention of Health Professionals Project.
2.3
PROPOSED ACTIVITIES
In this section, describe the activities you intend to carry out under each of the relevant activity
categories, indicating your target group. Your proposed activities must be in keeping with the
objective of the Retention Program as described on page 7 of the Prospectus. They must also
be in line with one or all of the dimensions described in Section 3.3.1 of the Prospectus. The
combination of activities should support the achievement of the objective but does not
necessarily have to include all dimensions.
2.4
SCHEDULE OF ACTIVITIES, TARGET AUDIENCE, OUTPUTS AND IMMEDIATE OUTCOMES FOR
2014-2018
Use the table in Section 2.4 to list the activities you have described in detail in section 2.3 for
each of the four years. Enter each of the activities next to the appropriate dimension, identify the
target audience, the anticipated outputs and the immediate outcomes as well as the indicators
you will use for your reporting.
Please be advised that activities planned for 2017-2018 must wind up on December 31st, 2017.
The period from January 1st to March 31st, 2018 will be dedicated to reporting and issuing of
final payments in anticipation of the end of Phase 3 of the Training and Retention of Health
Professionals Project. You are asked to plan accordingly.
Dimension Code: Each activity must fall under one of the Dimensions listed in the Section 3.3.1
of the Prospectus. If you are not planning activities in certain dimensions, simply mark N/A for
the year and dimension in question.

D1: Creation of Internships: Outreach;
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT




D2: Supervision: Support for Special Supervisory Needs;
D3: Support for Interns;
D4: Linguistic Training: French for Professional Purposes for Students and English for
Professional Purposes for Students;
D5: Other Activities Related to Retention Incentive Initiatives.
Target Audience: Refers to the population targeted by the activity, their institutional affiliation (if
applicable), and geographic location.
Output: An output (deliverable) is a direct product or service.
Immediate Outcome: An immediate outcome (anticipated result) is a desired state or change
attributable to the output that has a direct influence in the short term.
The table on Page 5 provides an example of how to fill out table 2.4.
Intermediate and ultimate outcomes
You will note that you are only being asked to identify immediate outcomes in your application
form. However, intermediate and ultimate outcomes are also important and will essentially be
the same for most activities. The intermediate outcome for retention incentive initiatives is “that
more English-speaking youth choose and are successful in studies leading to careers in health
and social services”. The ultimate outcome is “that more English-speaking youth are employed
in health and social services institutions in the region”. In order to report on these intermediate
and ultimate outcomes, we must first determine baselines or starting points from which to
measure progress in these areas. Strategies for determining baselines and for measuring
progress will be developed in the early stages of the project.
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
For example only:
YEAR
DIMENSION
CODE
2014-2015 D.1
D.2
D.3
D.4
D.5
D.6
D.7
ACTIVITIES
TARGET AUDIENCE
OUTPUTS AND INDICATORS
IMMEDIATE OUTCOMES AND
INDICATORS
Develop material to promote careers in the English-speaking students
field of health and socials services to English- in Secondary 3 and 4
speaking youth in the region.
Philemon Wright Secondary
School Gatineau
• Pamphlet
Description of materials
Number produced
• Website
Description
Number of hits
• English speaking youth
are informed of the
careers available in the
health and social
services field
Number of students
reached
Setup webpage to promote the bursary
program
• Webpage
Description
• English-speaking
students are informed of
the Retention Bursary
Program
Number of hits on
webpage
English-speaking students
from the Outaouais region
N/A
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
2.5
PROJECT PARTNERS
Please list the names of the partners your educational institution intends working with in
relation to any of the activities outlined in Section 2.3. For example, that collaboration
could help identify students who qualify for scholarships. An educational institution might
also consider working together with an organization active in workforce integration, e.g.
the Place aux jeunes en région Program.
Indicate the expected part that each partner will play in your project. If the party sends
you a letter of support, kindly provide a copy of that letter along with your application
form.
3
DECLARATION BY THE EDUCATIONAL INSTITUTION
Section 3 is the educational institution’s official declaration that the information provided
in the application is accurate, that the initiatives presented for funding have been the
object of consultation with the health and social services network, and that should the
project be accepted, the organization is committed to providing information on the
outputs of the initiatives and all relevant reporting data.
In Section 3.1, you must provide the name and contact information of the person
authorized to sign this application and ensure that it is signed by that person. If your
organization requires two signatures, provide the information for the second person and
obtain the second signature.
4
SIGNING AUTHORITIES
If your project is approved, a contract will be drawn up between your educational
institution and McGill University (see Prospectus, Section 4.2) which must be signed by
both parties. You will also be required to provide semi-annual cashflow forecasts and
expense statements that must be signed by the person in charge of the project and the
financial officer.
In Section 4.1 provide the name and title of the person authorized to sign the contract
with McGill University. If your organization requires two signatures, provide the
information for the second person in this section.
In Section 4.2 provide name and job title of the person in charge of the project and the
name and job title of the financial officer responsible for the semi-annual cashflow
forecasts and expense statements. Ensure that they each sign in the appropriate place
in this section.
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
APPENDIX
1.
BUDGET SUMMARY FOR 2014-2018
Use the Budget Summary table to calculate the anticipated expenses related to the
project: all purchases of goods or services involving an outlay and all employee salaries
paid for time spent on the project, including employee benefits.
2.
BUDGET ITEMS
All eligible expenses must include the applicable taxes.
Personnel
Salaries and professional fees are entered in this section.
This cost item includes employee benefits, meaning the employer's total share of salary
withholdings for employment insurance and the Quebec pension plan [Régime de rentes
du Québec] and for all other contributions applicable to salaried employees.
Travel and accommodation expenses
This cost item includes travel for the activities mentioned in section 2.3, meaning
activities involved in planning, coordinating, monitoring and reporting on your regional
project. Policies and rates in effect in educational institutions for travel expenses apply
here.
Rent and utilities
Rent includes the cost of any necessary premises. This item does not include rent for
premises owned by the educational institution since such premises are normally part of
its contribution in kind to the project. For utilities, include the cost of additional utilities
that are not already part of the educational institution’s normal operating costs.
Examples of such costs could be, additional phone lines, long distance charges,
teleconferencing, etc.
Materials and supplies
This cost item is for amounts that the educational institution plans to spend for the
purchase and distribution of project-related materials. It also includes the amounts paid
to a printer, as well as delivery expenses (e.g. stamps, transportation and courier
service).
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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TRAINING AND RETENTION OF HEALTH PROFESSIONALS PROJECT
Equipment
This cost item covers special equipment required for project activities. It does not include
the cost of leasing existing computers or other equipment owned by the educational
institution. The organization's contribution in kind is expected to include use of its
existing equipment by project personnel. Basically, the amounts entered here must
relate to the activities set out in section 2.3.
Performance measurement and dissemination
This category includes the cost of data collection designed to measure performance,
assess the impact of your program and report on it. It also includes communication and
knowledge transfer activities such as promotional activities, annual reports and
publications.
Other
This category is to be used to show the cost for all expenditures that are directly related
to the project but do not fit within any of the specific sections. You are asked to clearly
specify what the activity is.
The annual itemized budget of your educational institution will present these budget
items in greater detail.
Application Guide for Education Retention Incentive Initiatives 2014-2018
http://www.mcgill.ca/hssaccess/forms
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