Overview

The Promoting Agriculture and Food Careers Initiative provides funding to agricultural societies to promote careers in the agriculture and food industry.

Career opportunities in Ontario’s agriculture and food industry offer:

  • competitive salaries and benefits
  • a diverse range of opportunities
  • experience in a range of industries (for example hands-on animal care, technological and robotic operations, management and logistics)

Initiative phases

The Promoting Agriculture and Food Careers Initiative will be delivered in 2 phases.

Phase 1

Phase 1 provides funding to eligible agricultural societies to promote agriculture and food careers at events. There are 2 participation options to choose from:

  • Option 1: Agricultural societies can receive $500 per Fair day to display and distribute pre-existing materials, up to a maximum of $5,000 per calendar year for up to a maximum of 10 Fair days per year.
  • Option 2: Agricultural societies can receive up to $1,500 per year to create their own promotional materials and activities that are targeted locally to highlight industry careers in the organizations geographic proximity, including:
    • new promotional materials (for example, advertisements, brochures, videos, website development/updates, tradeshow booth/display development)
    • organic social media promotions
    • promotional activities and events (for example, job fairs)

Phase 2

Phase 2 will build on these activities, with support for longer-term development and coordination of agriculture and food careers promotional materials. More details on phase 2 will be available in the coming months.

How to apply

Option 1: Display and distribute pre-existing promotional materials at agricultural society fairs and events

  1. Read the guidelines on this page.
  2. Fill out this form to order materials.

Option 2: Creating locally developed materials promoting agriculture and food careers

  1. Read the guidelines on this page.
  2. Download and complete the application form.
  3. Email your completed application to AHOA.admin@ontario.ca.

Who is eligible

Agricultural societies that have submitted their previous years’ annual report to the Ministry of Agriculture, Food and Rural Affairs (OMAFRA), as required in the Agricultural and Horticultural Organizations Act.

Deadline

Requests for pre-existing promotional materials should be made no later than 10 business days in advance of the fair/event and no later than December 31 of each calendar year by using the order form.

Promoting Agriculture and Food Careers Initiative Guidelines

1. Purpose of the Initiative

The purpose of the Initiative is to promote careers in the agriculture and food sector through Agricultural Societies. There are 2 components:

  • Provide money through Initiative Payment(s) to Agricultural Societies to promote and distribute pre-existing materials related to agriculture and food career opportunities at Fairs and Events.
  • Provide money through Initiative Payment(s) to Agricultural Societies so they can develop their own local agriculture and food career promotion materials and activities.

2. Term of the Initiative

2.1 Commencement of the Initiative

The initiative will begin on August 24, 2023, and will end on March 31, 2026.

3. Funding for the Initiative

3.1 Maximum funding available to a Recipient under the Initiative

  1. The Recipient may receive $500 per Fair day to promote and distribute existing Ontario-branded materials to promote agriculture and food career opportunities at Agricultural Society Fairs and Events, up to a maximum of $5,000 per calendar year (up to a maximum of 10 Fair days per year). The maximum number of eligible Fair days for the Initiative will be based on the number of Fair days reported in the 2023 annual return.
  2. The Recipient may receive up to $1,500 per fiscal year during the term of the Initiative to develop local agriculture and food career promotion materials and activities.

3.2 Source and amount of funding for the Initiative

Funding for the Initiative comes from Sustainable Canadian Agricultural Partnership (Sustainable CAP). Up to $1.7 million has been allocated for this Initiative.

4. Operation of the Initiative

4.1 Option 1: Display and distribute pre-existing promotional materials at agricultural society fairs and events

4.1.1 Eligible activities

The following activities are eligible:

  • display and distribution of Ontario-branded agriculture and food careers promotional materials at Agricultural Society Fair and Events
  • creation of a booth for the sole purpose of displaying Agriculture and Food careers materials based on the following guidelines:
    1. Booth should be easily visible and displayed in a high traffic area.
    2. Booth should be dedicated to the Display and Distribution of agriculture and food Careers Promotional Materials (not paired with other booth(s)/unrelated material).
    3. Both booth and table should remain clean and orderly.
    4. Vinyl table runner is meant to be placed on table to be used with printed side hanging over the edge of the table so as to show the logos toward the majority of foot traffic. The white part of the banner is to be as tabletop.
    5. Print materials must be organized and arranged neatly.
    6. Print material must be easily accessible and easy for patrons to reach and take with them.
    7. Banner must be clearly visible and must be placed, standing on the ground, within the booth space.
    8. Additional decoration and seasonal ornamentation are encouraged, provided they do not overshadow the display and distribution of agriculture and food careers promotional materials.
4.1.2 Ineligible activities

Any activity not set out under section 4.1.1 of the Guidelines is an ineligible activity under the display and distribution of agriculture and food careers promotional materials at Agricultural Society Fairs and Events.

4.1.3 Eligible Costs
  1. Recipient may receive $500 per Fair day to promote and distribute existing Ontario-branded materials to promote agriculture and food career opportunities at Agricultural Society Fairs and Events, up to a maximum of $5,000 per calendar year (up to a maximum of 10 Fair days per year) as in section 4.1.1. are eligible.
  2. Costs that were incurred after July 21, 2023, but before December 31, 2025
4.1.4 Ineligible Costs
  1. Costs to apply to the Initiative
  2. Costs that were incurred before July 21, 2023 and after December 31, 2025
  3. Costs to obtain goods, services or both, where those goods, services or both were not obtained from an entity operating at Arm’s Length from the Recipient
  4. Costs related to the Recipient’s ordinary business operations (such as day-to-day business operating expenses related directly to producing the goods or services sold by a business, to selling goods and services, costs of running a business)
  5. Costs related to submitting reports or other information to the Ministry
  6. Admission fees for agricultural Fairs and/or Events
  7. Travel, meals and hotels costs
  8. Salaries and wages
  9. In-kind costs
  10. Capital, equipment and machinery costs
  11. Any other costs that are not set out under section 4.1.3 of the Guidelines

4.2 Option 2: Creating locally developed materials promoting agriculture and food careers

4.2.1 Eligible activities

The following activities are eligible:

  • development/modification of materials with career and/or geographic-specific context to promote agriculture and food sector careers:
    • new promotional material development (such as advertisements, brochures, videos, website development/updates, tradeshow booth/display development)
    • unpaid posting of social media promotions
    • implementation of promotional activities and participating at external events to promote agriculture and food sector careers (such as participating at job fairs, speakers or demonstrations related to agriculture and food careers)
4.2.2 Ineligible activities

The following activities are ineligible:

  • any activity not set out under section 4.2.1 of the Guidelines is an ineligible activity under Creating locally developed materials promoting agriculture and food careers option of this Initiative
  • posting of available jobs on an online job board
  • activities/promotions that only benefit an individual business
  • paid social media postings
4.2.3 Eligible Costs

Costs should be reasonably incurred and necessary to complete the Recipient’s Project. The following costs are eligible:

  1. costs that were incurred on or after the Project approval date and before Project completion date
  2. costs that reflect the actual costs to the Recipient, less any costs, including taxes, for which the Recipient has received, will receive or is eligible to receive, a rebate, credit or refund
  3. third-party service fees for:
    1. marketing development services
    2. printing and shipping of the agriculture and food career marketing materials
    3. agriculture and food careers speaker fees
  4. career fair and event entrance and exhibiting fees
  5. rental or purchase of display materials/equipment
  6. shipping/transportation costs related to agricultural or food processing equipment for career related demonstrations. Transportation, meal and hotel costs in accordance with Appendix A for third-party speakers.
4.2.4 Ineligible Costs
  1. Any costs not set out under section 4.2.3 of the Guidelines
  2. Costs incurred before Project approval date and after Project completion date
  3. Costs to obtain goods, services or both, where those goods, services or both were not obtained from an entity operating at Arm’s Length from the Recipient
  4. Costs related to the Recipient’s ordinary business operations (such as day-to-day business operating expenses related directly to producing the goods or services sold by a business, to selling goods and services, costs of running a business)
  5. Costs related to submitting reports or other information to the Ministry
  6. Admission fees for agricultural Fairs and/or Events
  7. Travel, meals and hotels costs except those for a speaker
  8. Salaries and wages
  9. In-kind costs
  10. Capital, equipment and machinery costs except those outlined as part of the agreement
  11. Any other costs that are not set out under section 4.2.3 of the Guidelines

4.3 Applicant eligibility requirements

To be eligible to participate in the Initiative an Applicant will:

  1. be an Agricultural Society
  2. have submitted the Agricultural Society’s previous years’ annual report to the Ministry, as required in the Act.
  3. undertake an activity set out in sections 4.1.1 and 4.2.1 of the Guidelines
  4. be in compliance with the following for its business operations at the time of applying to the Initiative:
    1. environmental-related Requirements Of Law
    2. labour-related Requirements Of Law
    3. tax-related Requirements Of Law
    4. material compliance with all other Requirements Of Law
  5. agree that Canada and Ontario may, should the Applicant be found to be eligible to participate in the Initiative as well as receive an Initiative Payment, publish information about the Applicant, including:
    1. Project-related information
    2. the name of the Applicant
    3. the amount of funding Canada and Ontario provided
    4. the outcome of the Project
  6. agree to be bound by the terms, conditions and requirements of the Initiative, as set out in the Minister’s Order, the Guidelines and the Approval Letter

4.4 Applying to the Initiative

4.4.1 Display and distribution of agriculture and food careers promotional materials at Agricultural Society Fairs and Events

Agricultural Societies can request pre-existing agriculture and food careers promotional materials for display and distribution at Agricultural Society Fairs and Events using the materials order form up to 10 Business Days before their event and no later than December 31 of each calendar year of the Initiative (December 31, 2023 up to 10 Business Days before their event and no later than December 31 of each calendar year of the Initiative (December 31, 2023 and December 31, 2024)).

Agricultural Societies need to display and distribute materials in accordance 4.1.1 and with the Communication Protocol (Appendix B) at their Fair and/or Events to be eligible for Initiative Payments.

4.4.2 Creation of locally developed agriculture and food careers promotional material and activities

To receive Initiative Payments for the creation of locally developed agriculture and food career promotional materials and activities, Agricultural Societies need to apply using a Ministry-approved Application Form.

The Application Form should be filled out using Adobe Acrobat Reader. Applicants that use another format other than Adobe Acrobat Reader to fill out their Application Form may be required to re-submit their Application Form filled out using Adobe Acrobat Reader.

Applicants must ensure that their Application Form is fully completed.

Completed Application Forms can be submitted by email to AHOA.admin@ontario.ca on a continuous basis and must be approved prior to participating in the creation of locally developed agriculture and food careers promotional material.

Applicants may only apply once per fiscal year (and are only permitted to receive a maximum of $1,500 per fiscal year over the term of the Initiative).

Applicants must not submit an Application Form for a Project where the Applicant has already received Initiative Payment(s) for that Project through Sustainable CAP. Where Applicants have received funding for the Project through other sources, the total assistance provided from all funding sources cannot be greater than 100% of the total Eligible Costs.

4.5 Review of Application, evaluation criteria and notification

The Ministry will review the Application Form for development of local agriculture and food career promotion materials to determine whether the Applicant is eligible to participate in the creation of locally developed agriculture and food careers promotional material. The Ministry will only review a completed Application Form. Applications will be evaluated based on alignment to eligible activities (section 4.2.1).

The Ministry will provide an Approval Letter via email to successful Applicants. The Approval Letter will include:

  1. a file number, which the Ministry uses to refer to the specific Project
  2. the Project description
  3. the maximum amount of Initiative Payments
  4. the Eligible Costs
  5. the date the Recipient is required to complete its Project
  6. the reporting and claim submission information and deadline

The Ministry will provide an email to unsuccessful Applicants setting out a brief explanation of why they were not approved to participate in the creation of locally developed agriculture and food careers promotional material.

4.6 Submitting Claims for Initiative Payments

Recipients will submit a Claim for the Initiative at the same time as they are required to submit their annual report/return to the Director under section 15 of the Act. The Claim will be a part of the annual return form. The process for submitting Claims for the Initiative is as follows:

4.6.1 For the display and distribution of agriculture and food careers promotional materials at Agricultural Society Fairs and/or Events, submission of a Claim will be attestation as to the details of the display and promotional materials distributed and will be required as part of the process.

4.6.2 For the creation of locally developed promotional materials and activities, eligible Recipients must submit a Claim including the locally developed promotional section. The Claim for the creation of locally developed promotional materials and activities must be complete and supported by true copies of all paid invoices and proofs of payment.

A proof of payment must set out in detail:

  1. who paid for the good, service or both and their relationship to the Recipient
  2. who received the payment
  3. the goods, services or both that were provided
  4. the date of the payment

Acceptable forms of a proof of payment include:

  1. an electronic image of a processed cheque
  2. a statement from a banking institution setting out whom the processed cheque was written, or electronic payment made, and the amount, or
  3. a credit card or debit card receipt or statement clearly identifying the amount and to whom the payment was made

Note: If using a credit card or debit card receipt, cheque or statement as a proof of payment, the number of the credit or debt card as well as all other information, including the unrelated costs to the Recipient’s Project should be blacked out. Bank statements and processed cheques also contain personal information which should be blacked out.

All Claims must be submitted no later than 11:59 p.m. EST on the date(s) set out in the Approval Letter (no later than February 1st of each fiscal year of the Initiative). Any Claims submitted after February 1st will be ineligible for funding in that fiscal year.

4.7 Review of Claims and notification

The Ministry will review all Claims to determine whether the costs being claimed are eligible.

The Ministry may request additional information from the Recipient to verify the validity of a Claim. Where the Ministry requests additional information, the Recipient will provide that additional information as soon as practicable and no later than any date set out in the request. Failure to meet the requested deadline will result in those costs for which additional information was requested being deemed to be Ineligible Costs.

If the costs being claimed are Eligible Costs, an Initiative Payment will be issued for those claimed costs.

If, however, the costs being claimed are Ineligible Costs, those costs will not be reimbursed. The Ministry will notify the Recipient regarding any Ineligible Costs and provide a reason why those costs are Ineligible Costs under the Initiative.

4.8 Initiative Payments

To be eligible to receive an Initiative Payment, a Recipient must:

4.9 Loss of eligibility

4.9.1 Willful submission of false or misleading information

Any Applicant or Recipient that willfully submits false or misleading information under the Initiative will:

  1. not be eligible to participate in the Initiative or will have their eligibility to participate in the Initiative revoked
  2. repay any Initiative Payments received under the Initiative
4.9.2 Negligent submission of false or misleading information

Any Applicant or Recipient that acted in a negligent manner in allowing false or misleading information to be submitted under the Initiative:

  1. may not be eligible to participate in the Initiative or may have their eligibility to participate in the Initiative revoked
  2. will repay any Initiative Payment received because of that false or misleading information
4.9.3 Abusive toward Ministry staff

Any Applicant or Recipient that is abusive toward any Ministry staff responsible for administering the Initiative will receive 1 written warning regarding their conduct from the Initiative Director. If the Applicant or Recipient continues with their abusive behaviour, the Applicant or Recipient will lose their eligibility to participate in the Initiative or will have their eligibility to participate in the Initiative revoked.

4.9.4 Debt owing to Ontario or Canada

Any Applicant or Recipient may be found to be ineligible to participate in the Initiative or have their eligibility to participate in the Initiative revoked if the Applicant or Recipient:

  1. owes a debt to Ontario or Canada and does not have a repayment plan with Ontario or Canada, including any agents thereof, or
  2. is not in compliance with any repayment plan with Ontario or Canada, including any agents thereof
4.9.5 Failure to comply with additional terms and conditions of the Initiative

Any Recipient that fails to comply with the additional terms and conditions set out under section 5 of the Guidelines may have their eligibility to participate in the Initiative revoked and may be required to repay any Initiative Payments received under the Initiative.

4.10 Termination of the Initiative

The Initiative may be terminated at any time without prior notice. Where the Initiative is terminated, the following will apply:

  1. A notice will be placed on the website that hosts the Guidelines setting out the date on which the Initiative is terminated
  2. Any Claims submitted:
    1. prior to the day on which the Initiative is terminated will, if eligible, be paid
    2. after the day on which the Initiative is terminated will not be paid

5. Additional terms and conditions for the Initiative

5.1 No conflict of interest

A Recipient will carry out the Project and use any Initiative Payments without a potential, perceived or actual conflict of interest. In the event a Recipient has a potential, perceived or actual conflict of interest, they will report that potential, perceived or actual conflict of interest to the Ministry as soon as practicable. The Recipient will also comply with any directions issued by the Ministry relating to that potential, perceived or actual conflict of interest.

5.2 Compliance with Approval Letter

A Recipient will comply with all requirements set out in the Approval Letter.

5.3 Compliance with Requirements of Law

A Recipient must be in compliance with the following for its business operations while participating in the Initiative:

  1. environmental-related Requirements of Law
  2. labour-related Requirements of Law
  3. tax-related Requirements of Law
  4. material compliance with all other Requirements of Law

5.4 Obtaining goods, services or both

In the event a Recipient obtains goods, services or both to carry out their Project, that Recipient will:

  1. only obtain goods, services or both through a process that:
    1. is transparent
    2. is fair
    3. promotes the best value for the money expended
    4. is at competitive prices no greater than fair market value after deducting trade discounts or any other discounts available to the Recipient
    5. is from Persons that are operating from Arm’s Length from the Recipient
  2. own all goods obtained from the Initiative Payment, including any intellectual property rights arising therefrom

The Recipient will include provisions in any agreements it enters with a third party to provide goods, services or both to the Recipient for the Recipient’s Project that:

  1. requires the third party to meet the same requirements regarding compliance with all Requirements of Law that the Recipient must meet pursuant to section 5.3 of the Guidelines as it relates to the operation of the third party’s business
  2. provides Ontario and Canada, including their respective delegates, with the same audit rights that Ontario and Canada have in relation to the Recipient pursuant to section 5.10 of the Guidelines for the third party relating to any payment form the Initiative Payment the Recipient makes to that third party for any goods, services or both the third-party provides to the Recipient for the Recipient’s Project

5.5 Retention of assets

This section is not applicable for this initiative.

5.6 Insurance

A Recipient will have and maintain at its own expense until the date the Recipient’s Project is required to be completed all necessary and appropriate insurance that a prudent person carrying out the Project would maintain with insurers having a secure A.M. Best rating of B+ or better, including commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage to an inclusive amount of not less than $2,000,000 per occurrence. The insurance policy or policies will include:

  1. the Indemnified Parties as additional insured with respect to any liability arising in the course of the performance of the Recipient’s carrying out the Project
  2. cross liability
  3. a contractual liability coverage endorsement
  4. a non-owned automobile coverage with blanket contractual endorsement
  5. an employer’s liability coverage endorsement, if the Recipient is not subject to the Workplace Safety Insurance Act, 1997
  6. 30 calendar days’ notice to the indemnified parties of cancellation, termination or material change

The insurance required under this section 5.6 of the Guidelines will be in place as of the date set out in the Approval Letter.

The Recipient will, upon the Ministry or Canada’s request, provide to the Ministry or Canada, as the case may be, certificates of insurance that confirm the insurance coverage the Recipient is required to have under this section 5.6 of the Guidelines is in place or other proof that confirms the insurance coverage the Recipient is required to have under this section 5.6 of the Guidelines is in place.

5.7 Indemnification

A Recipient will, at all times defend, indemnify and hold harmless the indemnified parties from and against any and all direct or indirect liability, loss, costs, damages and expenses (including legal, expert and consulting fees) in relation to any causes of actions, actions, claims, demands or other proceedings by whomever made, sustained, incurred, brought or prosecuted, arising out of, or in connection with anything done or omitted to be done by the Recipient or anyone employed by the Recipient, including subcontractors, in the course of the performance by the Recipient or anyone employed by the Recipient, including subcontractors, in carrying out the Project or otherwise in relation to the Project unless solely caused by the negligence or willful misconduct by the indemnified parties.

5.8 Provision of information

An Applicant or Recipient will provide, as the case may be, any information that is requested by Ontario or Canada as soon as practicable after the request has been made and no later than the date set out in the request.

5.9 Record-keeping requirements

A Recipient will keep all financial information related to any Initiative Payment for a period of 7 years after the Initiative Payment was deposited into the Recipient’s bank account.

5.10 Audit

Ontario or Canada, including any of their delegates, may, upon providing at least 24 hours’ notice beforehand, conduct an audit of an Applicant or Recipient in relation to the Initiative. The Applicant or Recipient will provide reasonable assistance to Ontario or Canada, as the case may be, including:

  1. access to any Person, place or thing required for auditing purposes as soon as is practicable after the request is made and no later than the date set out in the request
  2. allowing for the inspection of any records that relate to the Initiative Payment
  3. allowing for the copying of any records that relate to the Initiative Payment
  4. the taking of pictures and other recordings

5.11 Communications

5.11.1 Communications by the Recipient

A Recipient will not communicate about their Project or the Initiative unless:

  1. it has obtained the Ministry’s prior written consent to communicate about the Project or the Initiative
  2. it follows the Communications Protocol set out in Appendix A for the Initiative
  3. any communications about the Project or the Initiative includes a statement that the views set out in those communications are the Recipient’s and do not necessarily reflect the views of Ontario or Canada
5.11.2 Publication of information by Ontario and Canada

Ontario and Canada may publish information about the Recipient and its Project, including:

  1. the name of the Recipient
  2. the amount of funding the Recipient is eligible to receive under the Initiative
  3. the amount of Initiative Payments the Recipient received
  4. a description of the Project

5.12 Applying to the Initiative does not create right to participate in the Initiative

This section is not applicable for this Initiative.

5.13 Initiative Payments may be pro-rated

Any Initiative Payments owing may be pro-rated in the event there is an insufficient amount of money to pay all Claims submitted under the Initiative.

5.13.1 Initiative payment is income for tax purposes

An Initiative Payment is income for the purposes of the Income Tax Act (Canada).

5.13.2 No assignment of Project or Initiative Payments

A Recipient will not assign their Project or any Initiative Payments the Recipient may be eligible to receive to another Person.

5.13.3 Ontario and Canada not responsible for Project or helping Recipient obtain permits

Neither Ontario nor Canada is or will be responsible for carrying out the Project or assisting the Recipient with obtaining any permits or other such authorizations to enable the Recipient to carry out the Project.

5.13.4 Initiative Payments are part of a social or economic program

Initiative Payments being provided under the Initiative are for the administration of social or economic programs or the provision of direct or indirect support to members of the public in connection with social or economic policy.

5.13.5 Ontario and applicable Federal laws govern

The rights and obligations under the Initiative will be governed by Ontario law and applicable federal laws of Canada.

5.13.6 Ontario courts to have exclusive jurisdiction

Ontario’s courts will have exclusive jurisdiction over any dispute arising under the Initiative.

6. Collection, use and disclosure of Personal Information under the Initiative

6.1 Collection of Personal Information

The collection of certain limited Personal Information is necessary for the proper administration of the Initiative and authorized by the Minster’s Order.

6.2 Use and disclosure of Social Insurance Number (SIN)

This section is not applicable for this Initiative.

6.3 Collection of additional Personal Information voluntarily

An Applicant will be asked to provide certain demographic information, such as whether Indigenous Persons, women and/or youth (namely, 40 years old or younger) have an ownership interest in the Applicant. Providing this information is voluntary. Should the Applicant decline to provide this information, they will still be eligible to participate in the Initiative. The responses to the questions will have no impact on the assessment of an Applicant’s Application Form. An Applicant may withdraw their consent at any time and the Ministry will not share the demographic information after the consent has been withdrawn.

6.4 Use and disclosure of additional Personal Information

The Personal Information referred to in paragraph 6.3 will be shared with Canada and will be used for the purpose of improving access to the Sustainable CAP and addressing barriers to accessing Initiatives under the Sustainable CAP for underrepresented and marginalised groups.

6.5 Freedom of Information and Protection of Privacy Act

Certain information provided under the Initiative may, with the exception of a Recipient’s SIN, be subject to disclosure under the Freedom of Information and Protection of Privacy Act or the Access to Information Act (Canada). Information may also be disclosed by order of a court or tribunal, pursuant to a legal proceeding or as otherwise authorized or required by law.

7. Collection of debts

7.1 Collection of existing debt

In the event a Recipient owes a debt to Ontario or Canada and is eligible to receive an Initiative Payment, that Initiative Payment may be set-off against the debt that the Recipient owes to Ontario or Canada.

7.2 Overpayments

Any Recipient that receives an Overpayment owes a debt to Ontario and Canada. The Recipient will repay that debt to Ontario in accordance with any directions the Ministry issues to the Recipient.

7.3 Interest

Ontario may charge interest on any Overpayment at the rate that Ontario charges for accounts receivable.

7.4 Termination of Initiative does not affect requirement to repay Overpayment

The termination of the Initiative does not affect a Recipient’s obligation to repay any Overpayment made under the Initiative.

8. General

8.1 Authority for Initiative

The authority for the Initiative comes from the Sustainable CAP and Minister’s Order.

8.2 Conflict resolution

In the event of a conflict or omission between the Application Form and the Guidelines, the Guidelines will prevail. In the event of a conflict or omission between the Approval Letter and the Guidelines, the Guidelines will prevail. In the event of a conflict between the Guidelines and the Minister’s Order, the Minister’s Order will prevail.

8.3 Amending Guidelines

The Initiative Administrator may amend the Guidelines at any time without prior notice. Any amendments to the Guidelines will be posted on the same website as where the Guidelines was originally posted. Any amendments to the Guidelines will not have a retroactive effect.

8.4 Errors and omissions accepted

Applicants and Recipients accept any errors and/or omissions that may be in the Guidelines.

9. Interpretation of Guidelines

9.1 Definitions

For the purposes of the Guidelines, the terms set out this section 9.1 of the Guidelines will have the meanings herein, unless the context indicates otherwise.

Agricultural Society: An entity incorporated under the Agricultural and Horticultural Organizations Act, R.S.O. 1990, c. A.9 (the ’Act’).

Applicant: A Person who has applied to participate in the Initiative.

Application Form: The Ministry-approved document the Applicant submits to apply for the creation of locally developed agriculture and food careers promotional material.

Approval Letter: A letter from the Ministry to the Applicant informing the Applicant that they are eligible to participate in the creation of locally developed agriculture and food careers promotional material.

Arm’s Length has the same meaning as set out under the Income Tax Act (Canada) on the date the Initiative begins, as set out under section 2.1 of the Guidelines.

Business Days: Any working day, Monday to Friday, inclusive, but excluding statutory and other holidays and any other day in which the Ministry has elected to be closed for business.

Canada: His Majesty the King in Right of Canada and includes any successor, whether it is His Majesty the King or Her Majesty the Queen.

Claim: A request to receive an Initiative Payment.

Communications Products: Any public communication by the Recipient, including advertisements and notices placed in the mass media, such as newspapers, television, billboards, communiques and backgrounders, promotional materials, exhibits and trade shows, information placed on the Recipient’s website and items sent by mass distribution electronically or posted to social medial platforms.

Communications Protocol: The protocol set out in Appendix A to the Guidelines.

CRA BN : The Canada Revenue Agency Business Number the Canada Revenue Agency issues to businesses for tax purposes.

Eligible Costs: The costs set out under sections 4.1.3 and 4.2.3 of the Guidelines.

Event: A planned public event hosted by an Agricultural Society before March 31, 2024, excluding a Fair and not required under the Agricultural and Horticultural Organizations Act.

Fair: An annual agricultural exhibition that is open to the public and hosted by the Agricultural Society.

Guidelines: This document, as it may be amended from time to time.

Indigenous Person includes:

  1. an individual who is:
    1. recognized as being an Indian in accordance with the Indian Act (Canada), or
    2. recognized as being a Métis by a Métis Nation within Canada
  2. an individual who identified as being an Indian or Inuit and is recognized as being an Indian or Inuit by their community
  3. a corporation:
    1. where the majority of voting shares are owned by individuals that meet the requirements set out under paragraphs (a) or (b) of this definition
    2. where a majority of voting members on its board of directors are comprised of individuals that meet the requirements set out under paragraphs (a) or (b) of this definition, or
    3. where a majority of shares are owned by a Band Council, as defined in the Indian Act (Canada) or a Métis Nation within Canada
  4. a partnership where more than 50% of the profit or loss of the partnership is allocated to individuals that meet the requirements set out in paragraphs (a) or (b) of this definition
  5. an unincorporated association where the majority of the decision-makers for that unincorporated association are comprised of individuals that meet the requirements set out under paragraphs (a) or (b) of this definition
  6. a Band Council within the meaning of the Indian Act (Canada),
  7. an organization whose primary objective is to represent entities set out in paragraphs (a) to (f) of this definition

Ineligible Costs: The costs set out under sections 4.1.4 and 4.2.4 of the Guidelines.

Initiative: The Promoting Agriculture and Food Careers Initiative.

Initiative Payment: The direct or indirect provision of money under the Initiative.

Locally Developed Promotional Material: Material developed that showcases local ag-career opportunities or additional materials that compliment the existing materials and that meet the requirements in the Communications Protocol (Appendix B).

Minister’s Order: Minister’s Order 0005/2023, as it may be amended from time to time.

Ministry: The Ministry of Agriculture, Food and Rural Affairs.

Ontario: His Majesty the King in Right of Ontario and includes any successor, whether it is His Majesty the King or Her Majesty the Queen.

Overpayment: An Initiative Payment to which the Recipient:

  1. was not eligible to receive at the time the Recipient received the Initiative Payment, or
  2. ceases to be eligible to receive at any time after the Recipient received the Initiative Payment

Person: A legal entity.

Personal Information: As defined in section 2 of the Freedom of Information and Protection of Privacy Act.

Project: The undertaking the Recipient carries out under the Initiative.

Recipient: An Applicant that has been approved to participate in the Initiative and is eligible to receive or has received an Initiative Payment.

Requirements Of Law: Statutes, regulations, by-laws, ordinances, codes, official plans, rules, approvals, permits, licenses, authorizations, orders, decrees, injunctions, directions and agreements.

Sustainable CAP: The Sustainable Canadian Agricultural Partnership.

9.2 Interpretation of Guidelines

For the purposes of interpreting the Guidelines:

  1. words in the singular include the plural and vice versa
  2. the headings do not form part of the Guidelines — they are for reference purposes only and will not affect the interpretation of the Guidelines
  3. any reference to dollars or currency will be to Canadian dollars and currency, unless indicated otherwise
  4. any reference to a statute means a statute of the Province of Ontario, unless indicated otherwise
  5. any reference to a statute is to that statute and to the regulations made pursuant to that statute as they may be amended and to any statute or regulations that may be passed or made that have the effect of supplanting or superseding that statue or regulation, unless indicated otherwise
  6. any reference to a Minister’s Order is a reference to that Minister’s Order as it may be amended and to any Minister’s Order that has the effect of supplanting or superseding that Minister’s Order, unless indicated otherwise
  7. all accounting terms used herein will be interpreted in accordance with the Generally Accepted Accounting Principles used in Canada
  8. the words “include”, “includes” and “including” denote that the subsequent list is not exhaustive

Appendix A: Transportation, meal and hotel costs

A.1 Alternatives to transportation. Audio or video conferencing is to be used whenever possible, as an alternative to transportation. Whenever possible, the least expensive means of communications is to be used. Where audio or video conferencing is demonstrated not to be possible, the Recipient may use transportation as set out below:

A.2 Local public transportation. Local public transportation (including hotel/airport shuttles if hotel/air travel is permitted) are to be used wherever possible.

A.3 Rental vehicles. A compact model of rental vehicle or its equivalent is required unless another type is demonstrated to be more economical and practical, taking into account the purpose of the activities under the Project, number of occupants and safety (including weather) considerations. Luxury and sports vehicles are prohibited.

The Ministry will reimburse for gasoline or for electricity/charging costs for the rental vehicle used for the Project.

A.4 Personal vehicle. A personal vehicle may be used provided the Project-related use is tracked with distances calculated in kilometers and a travel log is submitted by the Recipient to the Ministry. The Ministry will reimburse according to the following maximum rates for travelling (per kilometer) in a personal vehicle, based on kilometers accumulated from the date the Ministry allowed the Recipient to incur costs to the date the Recipient’s Project is required to be completed:

Maximum allowanceSouthern Ontario ($ per km)Northern Ontario ($ per km)
0–4,000 km0.400.41
4,001–10,700 km0.350.36
10,701–24,000 km0.290.30
More than 24,000 km0.240.25

A.5 Parking and tolls. The Ministry may provide reimbursement for:

  1. parking
  2. tolls for bridges, ferries and highways incurred by the Recipient when driving any vehicle

A.6 No reimbursement. The Ministry will assume no financial responsibility and will not provide reimbursement for fees/penalties incurred, including for:

  1. traffic or parking violations when driving any vehicle
  2. failing to refuel or recharge the rental car before returning it
  3. cancellation of rental car reservation
  4. damage to any vehicle

A.7 Rail and air transportation. Rail and air transportation is permitted if it is demonstrated to be the most practical and economical way to travel.

  1. Rail travel: Economy (coach) class is the standard option for ticket purchase. The lowest available train fare appropriate to particular itineraries is required to be booked and bookings are required to be made as far in advance as possible. Business class is only appropriate on a train in the following limited circumstances:
    1. business class is the lowest fare
    2. the choice of travel time allows other costs to be reduced; or
    3. there are specific health (accommodation) requirements for persons with disabilities
  2. Air travel: Economy class is the standard option for ticket purchase. The lowest available airfares appropriate to particular itineraries are required to be booked and bookings are required to be made as far in advance as possible.

A.8 Taxis and ride-hailing services. The Recipient may only be approved for reimbursement for taxi fare, including a tip of up to 10%, or fare for a ride hailing service excluding a tip, in cases where it can be demonstrated to the satisfaction of the Ministry that:

  1. group travel by taxi/ride hailing service is more economical than the total cost of individuals travelling separately by public transit or shuttle; or
  2. taking a taxi/ride hailing service allows an unusually tight schedule for the Project to be met
    1. the taxi/ride hailing service is regulated and appropriately insured in the city in question
    2. the vehicle is a standard (not premium) vehicle

A.9 Hotels. Single accommodation in a standard hotel room is permitted. There will be no reimbursement for additional charges including:

  1. premium accommodation such as hotel suites, executive floors or concierge levels
  2. costs associated with cancellation of reservations
  3. damage to the hotel room

A.10 Meals. Reasonable and appropriate costs for restaurant/prepared food may be permitted while traveling away from the regular work area for the Project. Reimbursement will not be provided for meals consumed at home or included in any other costs including the cost of transportation, hotels, seminars or conferences. Alcohol and cannabis products will not be reimbursed.

Meal costs in Canada are subject to the per diem rate of $45 (in CAD), taxes and gratuities are included in this rate.

A.11 Meal costs outside of Canada are subject to the per diem rate of $150 (in CAD), taxes and gratuities are included in this rate.

Appendix B. Communications protocol

B1 General. The Recipient will apply the following principles and objectives to communications for the Project:

  1. ensure coordination and consistency of the look, feel and tone of all Communication Products under the Sustainable CAP
  2. communicate relevant Project information
  3. ensure appropriate credit is given to Canada and the Province of Ontario

B.2 Communications contacts. The Recipient will designate one or more communications contacts to be responsible for obtaining consent from the Ministry on matters relating to Communications Products. The communications contact(s) will work directly with the Ministry to obtain any required consent from Canada and the Ministry. The Recipient will flag any potential media issues to the Ministry.

B.3 News releases and news conferences. Without limiting the generality of the foregoing, the Recipient, through their communications contacts(s), will:

  1. ensure that, prior to publishing any news releases created, it will obtain:
    1. approval by the Ministry
    2. include quotes from Canada and the Ministry, unless either Canada or the Ministry declines to participate

To that end, the Recipient will provide a minimum of 10 Business Days to Ontario to review draft news releases

  1. provide a minimum of 10 Business Days’ notice to the Ministry, of planned news conferences organized by the Recipient in order to facilitate the attendance of Canada and the Ministry. The date for the news conference and other logistical considerations will be negotiated between the Recipient and the Ministry.

B.4 Graphic standard including identification of Canada and the Province of Ontario. The Recipient will, for all Communications Products it develops for the Project:

  1. obtain from the Ministry and comply with the Sustainable Canadian Agricultural Partnership Graphic Standards Guide (Guide), as amended from time to time
  2. use the updated version of the Guide from the date the Ministry provides the Recipient with same should the Guide be amended during the course of the Recipient’s Project

Without limiting the generality of the foregoing, the Recipient will ensure:

  1. Canada and the Province of Ontario’s wordmarks will be used when the full Sustainable CAP graphic look, the simplified Sustainable CAP look or the Sustainable CAP graphic identifier is used
  2. Canada and the Province of Ontario’s wordmarks will be prominently placed and equally prominent in size
  3. no other identifier or wordmark will be more prominent than Canada and the Province of Ontario’s wordmarks. The size of Canada and the Province of Ontario’s wordmarks will be measured by the height of the “a” in the words “Canada” and “Ontario”.

B.5 Review. For the purposes of the review of Communications Products, the following will apply:

  1. the Recipient will ensure that all Communications Products created by the Recipient are sent to the Ministry’s communications contact for review
  2. the Ministry’s communications contact will make best efforts to have the materials reviewed by Canada, and returned to the Recipient, within 10 Business Days. Additional time may be required in extenuating circumstances, as deemed necessary by the Ministry’s communications contact

B.6 Retention. The Recipient will keep a record of each Communications Product in accordance with the requirements in the Guideline, and shall, upon request from either Canada or the Ministry, produce copies of any Communications Products.

B.7 Language. The Recipient may produce Communications Products in the English language only provided there is no other requirement in the Approval Letter for Communications Products to be provided in the French language. If the Recipient is required to provide Communications Products in both English and French, the Recipient must ensure the quality of the translated documents.

B.8 Communications materials created by Canada and the Ministry. The Ministry’s communications officer will make best efforts to share with the Recipient any communications materials created by Canada and the Ministry that mention the Recipient.