Grant Application Guidelines
for Career Exploration, Retraining, and Subsistence Grants (FTSI & FTSII)
Introduction
While application procedures vary depending on the grant, there are some general policies which are in place to ensure that all applications are treated fairly, consistently and efficiently.
All staff and regional representatives are under an obligation of confidentiality and are not permitted to release any information pertaining to our members to anyone without written or verbal consent.
1. First Steps
First Steps
1. Familiarize yourself with the types of grants available to members.
2. Call or e-mail the DTRC to inform us of your intention to apply and to receive more information about the grants and your eligibility.
3. Most DTRC grants have criteria regarding age, length of membership, and duration of performance career. Check your eligibility regarding the grant for which you would like to apply.
2. Criteria
Criteria
1. Update your CV with your most recent experience.
2. Check your eligibility regarding the grant for which you would like to apply. Compile the total amount of years of professional performance and membership years with the DTRC.
3. Call or e-mail the DTRC to inform us of your intention to apply and to receive more information about the grants and your eligibility.
3. Exceptions
Exemptions on the timeline of the grants, but not the criteria may be made if the member must cease their professional dance career for medical reasons, either physical or psychological. Please connect with membership@dtrc.ca if this is your situation.
4. Deadline Policy
Deadline policy
Applications for Skills Grants and Career Exploration Grants are accepted throughout the year. Applications must be received 4 weeks prior to the start of your course or mentorship. Applications for Retraining and Subsistence Grants (FTS-I and FTS-II) are accepted three times per year:
• October 1
• February 1
• June 1
Applicants must notify the Membership Office of intention to apply prior to the deadline. The DTRC offers individualized stewardship for all grant applications.
5. Application Processing - Retraining & Subsistence Grants
Application Processing – Retraining & Subsistence Grants
To ensure there is sufficient time to process applications the deadlines apply to studies beginning three months after the deadline.
1. October 1st – for studies beginning in January (the winter term)
2. February 1st – for studies beginning in May (the spring term)
3. June 1st – for studies beginning in September (the fall term)
Emailed applications must be received at the DTRC office by 5:00 pm on the day of the deadline. Emailed applications must be delivered in one complete pdf file, please do not email your application in several different attachments.
6. How Applications Are Processed
How Applications Are Assessed
Skills Grant & Career Exploration Grant applications are assessed by the Member Services committee. This committee is made up of staff from regional and national offices.
Retraining and Subsistence Grant (FTS-I and FTS-II) applications are assessed by the Member Services committee and are also sent to a Career Advisor, who is a professional in that field of study.
Special Awards applications are assessed by the board of directors, and only eligible from members who have taken an FTS-I Subsistence grant.
*In the case of an appeal the Executive Director will make the final decision
7. Career Advisor
Career Advisor
The Career Advisor is chosen by the DTRC as an expert in the field you wish to pursue, but someone not associated with the training institution where you wish to study. Your name is not revealed to the Career Advisor – so please minimize where your name appears within your application and do not include it as a header or footer.
The Career Advisor is asked to consider the following:
a) The retraining plan is clear and appropriate to meet your career goals.
b) The course of study, as well as training institution or apprenticeship, is adequate to prepare you for your chosen career.
Your application must include enough information for the Career Advisor to assess.
Please include all information that you feel is pertinent and include a full description of your program and school. If you are studying at a private studio or apprenticeship, instructor biographies are also required. If you are studying at a university or college, instructor biographies are generally not necessary.
8. Letters of Support
Letters of Support
Retraining and Subsistence Grant (FTS-I and FTS-II) applications require two letters of support before an application can be approved. The letters must be from professionals for whom you have worked as a professional dancer/interpreter. Within each letter the professional must describe how long they have known you, in what respect, and whether or not they feel that you are capable of following your proposed retraining plan. The letters of support should be submitted with your grant application by the deadline.
9. Completing Your Application
Completing Your Application
Read the complete application thoroughly, noting the support material required.
- Provide documentation to confirm eligibility.
- Length of membership in good-standing is confirmed by the DTRC.
- Date of birth is required to confirm age of applicant.
- Curriculum Vitae with dates of performances must be provided. Applicants must provide a CV that clearly indicates the number of months spent
performing, creating and rehearsing for each performance.
–
- Answer the Career Plan questions on a separate document. Please address all questions clearly and thoroughly and ensure that your answers meet the minimum page length requirement.
– - Complete the Financial Form that pertains to your grant request. An application without a balanced budget will not be processed. The budget must show that the entire retraining plan can be financed. For example, if a member is pursuing a four year program, the budget must account for the full four years.
– - Applications for subsistence grants must confirm full-time studies. The DTRC defines full-time studies as a minimum of 30 hours per week, for a minimum of four consecutive weeks, spent in class, under professional instruction, along with time spent on required readings and assignments. Supervised practicums may also be considered. Confirmation of full-time studies must be included within letter of acceptance/confirmation of enrollment.
– - Confirmation of enrollment must be received before an application can be approved. If confirmation of enrollment is unavailable at time of application, an explanation is required and enrollment must be confirmed before grant can be awarded.
– - Double-check that your application is complete. Provide all the necessary information and support material with your application. Incomplete applications will not be processed.
10. When Can You Expect To Hear About Your Grant?
When Can You Expect To Hear About Your Grant?
- You will receive confirmation that your application has been received within one week of its arrival.
– - For Career Exploration Grant applications, if all details are supplied, you will be notified regarding the results of your application within 4 weeks. Once approved, a grant contract agreement will be sent to you.
– - For Retraining and Subsistence Grant (FTS-I and FTS-II) applications, if all details are supplied, you will be notified regarding the results of your application within 8-10 weeks. The DTRC must receive formal approval from your Career Advisor in order to approve your application. Once approved, a grant contract agreement will be sent to you.
11. Payments and Reimbursements
Payments and Reimbursements
Payments and reimbursements can only be issued after an application has been approved and the signed grant contract agreement has been returned. No retroactive payments will be issued for studies beginning prior to grant deadline.
You may receive your Skills Grant, Career Exploration and Retraining Grant funding in one of two ways:
- Submit receipts for reimbursement to membership@dtrc.ca.
Receipts must clearly indicate what they are for and that the amount being requested has been paid in full. Along with your receipts, please submit a note which summarizes the enclosed receipts, states the amount expected to be reimbursed and confirms your current mailing address.
– - Have your training institution invoice the DTRC directly.
If you would like the DTRC to pay your institution directly, they must invoice the DTRC. A “sponsorship” letter can be provided to the institution upon request.
12. Eligible retraining expenses:
Eligible retraining expenses:
- Tuition and mandatory student fees. Health and dental plan fees are not eligible.
- Travel expenses to retraining institution, if institution is located more than 100 km from the applicant’s home. Day to day travel expenses are considered as part of subsistence.
- Required materials and supplies. Materials considered as capital expenses are not eligible.
- Accommodation expenses, if studies occur outside of applicant’s region.
- Per diems and/or food expenses are not eligible.
- Childcare is not eligible
13. Subsistence Payments
Subsistence Payments
The subsistence payments schedule must be confirmed at least two weeks in advance of the first payment, ideally when you have returned the signed contract. Subsistence payments are issued per month as outlined within the terms and conditions of your grant. They are normally sent out one to two weeks before the beginning of the month in which they are to be used. Payment is delivered through the Plooto payment app.
14. Taxes
Taxes
You will be required to declare grant funding as income when filing your income tax return as no tax is deducted from your cheques (so, it is a good idea to budget accordingly). We require your Social Insurance Number for your T4A tax slip.
T4As are issued in February.
What are my obligations as a self-employed individual? (CARFAC resource): https://www.carfac.ca/tools/artist-taxation/what-are-my-tax-obligations-as-a-self-employed-individual/
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As a result of artist feedback, we are pleased to present a pre-recorded question-and-answer session about the 2021 filing season with the CRA, which includes such information as:
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- The free Liaison Officer advice service for owners of small businesses: https://www.canada.ca/en/revenue-agency/programs/about-canada-revenue-agency-cra/compliance/liaison-officer-initiative-loi.html?utm_source=txtp&utm_medium=eml&utm_campaign=txflngsnsqsntsnswrsrtsts
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You can view the full video here: https://youtu.be/uDNFOaBAF70
The site also contains a full page of resources and tips for filing your self-employed artist income, please click this link to access this valuable resource: https://www.carfac.ca/tools/artist-taxation/
Please get in touch with the DTRC today to learn more about your grant options.
