Promoting Agriculture and Food Careers Initiative

Description

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)

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 15 business days in advance of the fair/event and no later than October 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 their 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. Booth should be staffed with people (paid or volunteer) during high traffic periods of the Agricultural Society Fair or Events. It is recommended that staff review the provided training materials (e.g. webinars/videos) so they are knowledgeable and can effectively promote agriculture and food career opportunities.
  4. Both booth and table should remain clean and orderly.
  5. 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.
  6. Print materials must be organized and arranged neatly.
  7. Print material must be easily accessible and easy for patrons to reach and take with them.
  8. Banner must be clearly visible and must be placed, standing on the ground, within the booth space.
  9. Additional decoration and seasonal ornamentation are encouraged, provided they do not overshadow the display and distribution of agriculture and food careers promotional materials.
  10. An estimate of levels of engagement, and materials distributed to the publicmust be provided for annual reporting.

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. maintains their status as an Agricultural Society, as required in the Act.
3. have submitted the Agricultural Society’s previous years’ annual report to the Ministry, as required in the Act.
4. undertake an activity set out in sections 4.1.1 and 4.2.1 of the Guidelines
5. 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
6. 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
7. 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

In order to participate Agricultural Societies must request pre-existing agriculture and food careers promotional materials for display and distribution at Agricultural Society Fairs and Events using the materials order form annually. This request should be at least 15 Business Days before the event and no later than October 31 of each calendar year of the Initiative.

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:

• be registered with Transfer Payment Ontario
• be registered for doing business with the Government of Ontario with Supply Ontario (to receive Initiative Payments)

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.