How to Apply

A Notice of Intent is needed to apply for funding, and must be submitted by September 4, 2017 at 4:00 p.m.

Application packages for the $15K Challenge are due October 5, 2017 at 4:00 p.m.

How do I indicate a "Notice of Intent" to apply?
We ask that all organizations interested in applying for the $15K Challenge provide a "Notice of Intent". To do this, one member of your project team sends an e-mail to containing:

  1. Your full name
  2. The name of the community or academic organization you are applying on behalf of
  3. The number of applications you intend on submitting for the upcoming deadline
  4. Working title of project/research

We do not need further details on your research project or research team in the Notice of Intent.

How do I submit an application package?

  1. E-mail one electronic copy of the package to:
  2. Send one hard copy of the package to:

Attn: Women’s Xchange, 6th Floor
Women’s College Hospital
76 Grenville Street
Toronto, Ontario
M5S 1B2

The electronic copy of your application package must be received before 4:00 p.m. on October 5th, 2017 to be considered for funding. The hard copy of your application package must be post-marked October 5th and arrive shortly after to be considered for funding.

Both electronic and hard copy application packages must be complete to be considered for funding.  If one component of the package is missing (i.e. a CV/resume, not having all team members signatures on the application form), you will be contacted and your application will not be reviewed.

Please ensure that your application packages are complete according to the guidelines below.

The Application Package is:

  1. Administrative Details Form**
  2. Project Information Form**
  3. Budget Form**
  4. CVs of the Principal Applicant and each Team Member
  5. Annual Report of the Principal Applicant’s Organization
  6. If resubmission of previously unsuccessful application, please include:
    • The Summary of the Committee Report you received outlining the committee’s review
    • A one-page document addressing the changes you have made in your current application that respond to the committee’s suggestions from before.

**These forms are contained in the document here: Application Form [downloads a PDF document].


1. Administrative Details Form

This form helps us understand the administrative aspects of your proposed project.  We ask basic questions about the principal applicant, including their affiliated organization.  We also ask questions about the organization(s) that you may be collaborating with.  At the end of this form, we ask for a signature from the principal applicant and each team member.  Upon signing this form, you acknowledge that the information you have provided us with is true and correct.

2. Project Information Form

The Project Application Form is the core of the application – it is where you describe the details of your project. Each section is described below.

Title – Give your project a short and descriptive title. This is what we will be using to refer to your project. This could also be in the form of a research question.

Abstract (Max 250 words) – This is a summary of your proposed project, and should be brief and informative. Address your research question, your methods and/or evaluation plan, and knowledge translation plan.

Goals and Objectives (Max 250 words) – What is your research question? We encourage all applicants to contact our Scientific Lead for assistance in translating your project ideas into a research question. What are the goals and objectives of your project? We want to know your project’s specific goals and how they align with our overall aim at Women’s Xchange.

Issue (Max 300 words) – Why is this project important? How was the need for this project determined? You can use current published information to support your rationale, or experience gained through your organization.

Population, Methods and Evaluation Plan (Max 600 words) – Describe the population you will be working with. Provide the sex, age, geographical location, socio-economic status, or any other notable demographic indicators of the population. What is your recruitment strategy for this population and how many people are you looking to recruit? Describe the methods that will be used for data collection and analysis. Examples include focus groups, surveys, interviews, testimonials, etc. If you are developing a program, how will you evaluate potential impact and consider sustainability of this initiative? Be sure your methods and evaluation match your goals and objectives.

Knowledge Translation (Max 250 words) – Include a short description of plans for knowledge sharing. Who are your anticipated knowledge users (i.e. people who should know about the outcomes of the project) and how will you reach/engage them? A great deal of projects and research programs are not just inclusive of, but are rooted in knowledge translation activities. Please note KT cannot consist solely of conference presentations and peer review publications. Examples include:

  • Curricula and training tools: designed to support community health workers to educate them about how to collaborate more effectively and better meet the needs of the women they serve
  • Meetings and ongoing communications: to inform audiences – including community partners, front-line workers, the general public and research participants – about the latest discoveries
  • Websites: to share a wide range of health information with women everywhere
  • Social media activities: that directly engage digital audiences without relying on traditional media uptake to bring information directly to targeted consumers

Who is the Target Audience for the Results of your Research? (list all applicable audiences) – In order to facilitate knowledge translation, we would like to know who you believe to be the target audience for your research. In other words, who would be important to share the results of your project with in order to affect change? Who might be interested in using the results of your research to inform their own work? Please list all applicable audiences and be specific if possible.

Roles of the Project Team (Max 250 words) – Provide a brief overview of who will be involved in your research project, and what their roles will be (i.e. who is recruiting participants? Collecting data? Analyzing data? Leading the knowledge translation activities?). The individuals you list in this section should also be listed as “team members” on the administrative details form, and their CVs should be included in your package.

3. Budget Form

Please fill out the provided budget form in the PDF package.  Include a justification/rationale for each cost listed under the per-populated headings  (in addition to any miscellaneous cost not listed in the categories below):

  1. Personnel Costs and Honorarium: The rate(s) of remuneration (including $/hr and total number of hours estimated) should be those normally paid by the host organization to similar categories of staff, including fringe benefits where applicable. Includes honoraria for research participants
  2. Supplies: The need for supplies should be explained and all amounts based on current actual costs.  Please note that funds for supplies are not intended for the purchase of furniture or other office equipment.
  3. Travel: Within the immediate geographic area directly related to the research project.
  4. Knowledge Translation Activities: Itemize all requests for knowledge translation and exchange activities, e.g. publications, pamphlets, presentations.  Please include the required project video in your budget.

Women’s Xchange does not recognize a flat overhead amount as an eligible expense.  If there are specific functions that need to be purchased, please list these separately under the provided headings in the budget form.  Indicate components of your project that are provided in-kind in the budget form as well.

4. Curriculum Vitae of the Principal Applicant and Each Team Member

Provide CVs or resumes of the principal applicant and each project team member you listed on the Administrative Details form.

5. Annual Report of Trustee Organization

Please include the latest annual report of the principal applicant’s organization with the application package. If your organization does not produce an annual report, an audited financial statement would suffice.  We DO NOT require an annual report if the principal applicant is applying on behalf of a university or hospital.

The guidelines above are also available hereApplication Guidelines [downloads as a PDF document]

Please check out our Resources page for more information on how to conduct community based research. Here you will find information about the general research process and various research methods you may want to use.

The Scientific Lead is a member of the Women’s Xchange team who has the skills and abilities to aid you in conceptualizing your project and preparing your application. Available to applicants from community-based organizations (until applications are due), you can contact the Scientific Lead for help. The following is a list of appropriate issues to bring forward to the Scientific Lead to work collaboratively on:

  • Pre-application assistance to help determine if any other community groups are addressing the same issue that you propose to address
  • Help in targeting and collaborating with other organizations for your project
  • Translating your project idea into a research question
  • Guidance through the research process, and familiarization with health research procedures (such as data collection and analysis)
  • Help deciding whether or not your project needs research ethics board approval

It is not necessary to make contact with the Scientific Lead, nor is the Scientific Lead considered a collaborator on your project. It is a resource that we offer to assist with the application process for this research grant.

Women’s Xchange is committed to supporting research that respects and protects all participants.

Ethics approval is not required at the time of application, but successful applicants will be responsible for obtaining such approval from the relevant research ethics review board before beginning their research activities. Funded projects that require review but do not have access to one of the university or other research ethics boards in Ontario, must contact Women’s Xchange. The time required for ethics review varies by project and by ethics review board. Successful applicants are encouraged to plan for a minimum of 2-3 months following submission for ethics review. If the project team does not have access to a research ethics board, Women’s Xchange will arrange for a review to take place through the Community Research Ethics Office.

All award recipients are required to submit a final report at the end of the funded year to Women’s Xchange. The report is in the form of an executive summary 3 pages in length, outlining the project’s context/background, methodology, important findings and implications. It should provide enough information for a busy decision-maker or practitioner to get a basic understanding of the project and its relevance to women’s health research. We will also ask for a list of all your project’s outputs, knowledge translation products, media attention, presentations given and publications made, as well as some “impact stories”. A financial report will also be required.

In addition to an executive summary, grant recipients must create a 3 minute video which describes their research project to others. All videos will be shown at a Women’s Xchange Event, showcasing the work of all successful grant recipients. The cost of creating this video must be included in your proposed budget.

Not all change resulting from your project may be captured in a one-year time frame. Six months post-project, we would like to hear about any “ripple effects” that happened as a result of your project. These may be unexpected or unanticipated results, changes in behavior or thinking, or the creation of new collaborations or projects.

The PDF you provided is not working properly.

Please check to see if you have the latest version of Adobe Reader – our forms are designed to be fill-able,  savable and printable.  We know that form fill-able PDFs sometimes do not function properly on Mac computers, and we currently do not have the capacity to create a fully Mac-compatable form.  If you are using a Mac computer or having trouble filling out our forms, please feel free to send us your package in a Microsoft Word document instead.

Do I need to provide a signature and a CV/Resume for every person I have listed on this project?

Yes.  No matter how many team members you have, we need to know that they are aware of and support their involvement in your submission.  This is demonstrated by having their signature on the administrative details form.  Additionally, our reviewers need to understand the background and capability of each team member to carry out your proposed project.  This is demonstrated by providing a CV/Resume for each individual you  list as a principal applicant or team member.  Absence of a signature on your form, or of a CV/Resume will result in an incomplete package and your application will not be considered for funding.

I am not sure who to list as the principal applicant for our project.

The individual listed as the principal applicant will be the primary point of contact throughout the application process and after the project is funded.  This person’s organization will receive the research funds and will be responsible for managing the funds.  For large scale projects, the principal applicant must be an academic (see Large Scale Application Package above).  For small scale projects, the principal applicant can be from a community organization or academic institution.  If you wish to have two co-principal applicants, please indicate this on your form.

How much should I be budgeting for the required project video?

This depends on how sophisticated you would like your video to be and what kind of support/expertise you already have in video production at your organization.  As a knowledge translation strategy, videos that are better quality will have a higher impact with viewers.  The average price we see on applications for video production is $500-$1000.

Can I add additional information to my application package, such as appendices?

Yes.  However, every appendix you include should be referenced in your application.  The most important information about your project should still be housed in the application package itself, and appendices should only be used to elaborate on sections as necessary.  Some common appendices we see are references, interview guides, frameworks, etc.  Please note that you will not be penalized by not providing appendices, as this is not one of our requirements.

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