Ontario Agri-Food Research Initiative: Guidelines for Applied Research Stream

Learn more about funding opportunities under the Ontario Agri-Food Research Initiative (OAFRI) Applied Research Stream.

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Overview

The purpose of the initiative is to fund agri-food applied research projects (original investigation) that produce new knowledge that advances or creates:

products
processes
practices

Definitions

Read the definitions to help you understand the terms used in these guidelines.

How to apply

Read the guidelines on this page.
Log in or create an account on the Research Management System (RMS).
Complete your application online on the RMS.

Deadline

The deadline to apply is January 11, 2024.

Applied Research Stream Guidelines

1. Purpose of the Initiative

The purpose of the Initiative is to fund agri-food applied research projects (original investigation) that leads to new knowledge that will advance or create new products, processes or practices. This Initiative seeks to fund agri-food applied research projects submitted by Applicants from Research Bodies, Industry Organizations, Indigenous Persons, municipal governments, Processors, Primary Producers, Service Providers and Retailers/Wholesalers that possess intellectual, physical and structural capacity and network to undertake science, research and development activities and are located in Ontario.

The Ministry is committed to the principles of equity, diversity and inclusion. To meet this commitment, the Ministry has developed actions that ensure research and innovation programs are more open, accessible, equitable and respectful to all Ontarians. All research teams applying for this funding should be equipped to consider impact(s) on equity and representation of deserving groups where appropriate.

The Ministry is committed to supporting the success of Indigenous food systems and businesses. Participation by Indigenous Persons, whether as Applicants or participants, is strongly encouraged. All Applicants are encouraged to look at how Indigenization can influence the Project. To create opportunity within the Initiative, a broad research focus area (Indigenous Agriculture and Food System) under each of the Research Priority Areas (RPAs) has been included (refer to Appendix A) that acknowledges Indigenous Persons who are best positioned to speak to their own applied research needs. To better support the participation of Indigenous Persons, culturally sensitive research methods will be required as a central component of the proposed applied research Project.

2. Term of the Initiative

2.1 Commencement of the Initiative

The Initiative intake will begin on November 2, 2023 and end on January 11, 2024.

3. Funding for the Initiative

3.1 Maximum funding available to a Recipient under the Initiative

A Recipient is eligible to receive 100% of Eligible Costs up to a maximum $200,000 in funding per Project under the Initiative.

3.2 Source and amount of funding for Initiative

Funding for the Initiative comes from the Sustainable Canadian Agricultural Partnership (Sustainable CAP). Up to $2,000,000 has been allocated for this intake of the Initiative.

4. Operation of the Initiative

4.1 Eligible and ineligible activities

4.1.1 Eligible activities

The following applied research activities are eligible under the Initiative:

agri-food (and agri-products) research project activities aligned with one of the research focus areas of the following Research Priority Areas listed/described in Appendix A
applied research activities that generate new knowledge, insights and solutions by conducting in-depth studies, experiments and analysis in a creative and systematic manner. Project in the 1-5 Technology Readiness Levels (TRLs) will be considered for funding
recruitment and training of highly qualified personnel (M.Sc. and PhD students, post-doctoral fellows), undergraduate students, temporary research technicians/assistants devoted to the Project activities
purchasing research supplies, equipment, data and information
renting equipment and land that is required to implement Project activities
third party services required to carry out applied research activities (such as sample collection, lab analysis)
knowledge transfer and translation activities
Project-related travel

4.1.2 Ineligible activities

The following activities are ineligible under the Initiative:

Project activities not aligned with one of the research focus areas outlined in Appendix A
activities entirely focused on pilot and demonstration of the prototype (no new knowledge generation) or commercialization of the full-scale technology (TRL 6 and above) that are eligible under the Ontario Agri-Food Research Initiative (OAFRI) pilot and demonstration or commercialization streams
marketing and adoption of already commercialized technologies
business risk management activities
normal and on-going operating and maintenance activities
activities that do not provide a direct benefit to the sector
activities related to aquaponic food production, or to aquaculture, seaweed, fish and seafood production and processing
development and enforcement of regulations
activities which provide tax credits or rebates
any activity that is not set out under section 4.1.1 of the Guidelines is an ineligible activity under the Initiative

4.2 Eligible Costs and Ineligible Costs under the Initiative

4.2.1 Eligible Costs under the Initiative

The following costs are eligible for the purposes of the Initiative, provided they were reasonably incurred and necessary to complete the Project:

costs that were incurred after the Project approval date and on or before October 15, 2027
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
Direct Operating Cost - salaries: actual salary and benefit (excluding severance pay) cost for the persons employed by the Recipient (graduate and undergraduate students, post-doctoral fellows, research technicians/assistants) working directly on the Project activities. If a person is not dedicated solely to working on the Project, the salary and benefit must be pro-rated to reflect that portion of the salary and benefits.
Direct Operating Cost - supplies:
1. research supplies and disposables required for the Project (such as petri dishes, reagents)
2. Communication Products and knowledge transfer related costs, such as the organization of workshops and communication materials directly related to translation and transfer of the results or progress of the Project, including publication costs (such as peer-reviewed journals, costs related to attending a conference to present Project-related research outcomes)
Direct Operating Cost - equipment (maximum $10,000 per project):
1. equipment that is essential to the Project and that would not otherwise be acquired, and that will be purchased early in the life cycle of the Project (usually in the first year)
2. if purchased, is equipment which will continue to support public benefits after the Project is completed
3. is equipment which will be rented or purchased at fair market value
Note: For-profit businesses are only eligible for a 75% cost share of eligible capital costs (such as equipment, installation, software).
Direct Operating Cost - travel: Travel expenses for Recipient’s staff involved in the Project and/or third-party service providers that are in accordance with Appendix B of this Initiative that are necessary to carry out the Project (such as travel to research stations and field plots, travel to conferences)
other Direct Operating costs: Costs of third-party service providers necessary for the delivery of the Project
Indirect Costs: Research Bodies and Industry Organizations only may use the Indirect Cost (or overhead) rates set by their organization) up to a maximum of 25% of the combined Direct Operating costs

Despite the foregoing, the Province may approve other costs that are, in the Province’s sole and absolute discretion, direct, incremental and necessary for the successful completion of the Project. These costs must be approved by the Province in writing prior to being incurred and paid.

4.2.2 Ineligible Costs under the Initiative

The following costs are ineligible for the purposes of the Initiative:

costs to apply to the Initiative
costs, including deposits, which were incurred before the Project approval date and after the Project completion date
salaries of the following are not eligible:
- permanent academic appointments
- permanent staff whose compensation is not specifically dependent on on-going research Project funding
- individuals with provincial, federal or municipal government employment
- salaries of executives, administrative staff or board members
- patent filing fees
These ineligible costs can be shown in the total Project budget as other sources of funding and will not be reimbursed by OAFRI funding.
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
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)
any costs related to submitting reports to the Ministry
materials and supplies that are commonly used items not specific to the Project
any travel and meal costs that do not meet the requirements or that exceed the limits set out in Appendix B will be ineligible
any In-Kind costs
any alcoholic beverages
other expenses for meetings that would occur regardless of whether the Project was occurring
any costs that were, in the province’s opinion, unreasonably incurred or are not necessary for the successful completion of the Project
costs for which the Recipient is eligible to receive a credit, rebate or refund
goods or services provided by federal or provincial government departments or agencies, including federally owned laboratories
deposits (prepayments) for which goods or services are not yet fully received
costs for training and skills development projects (outside of the research project) that fulfill any academic requirements towards completion of a diploma or degree
honorariums
membership costs
purchase of land, building or facilities
purchase of vehicles, transportation equipment, mobile material handling equipment (powered or unpowered) and construction and agriculture machinery
financing charges, loan and lease interest payments, bank fees and charges as well as debt restructuring or fundraising
gifts and incentives
permits and approvals
legal fees
costs related to activities that promote Ontario products explicitly over those of another province or territory
any cost associated with lobbying the province, including other ministries, agencies and organizations of the Government of Ontario or Canada, including other departments, agencies and organizations of the Government of Canada
costs also claimed as part of Indirect Costs under section 4.2.1 (h)
any other costs that are not set out under section 4.2.1 of the Guidelines

4.3 Eligibility requirements

To be eligible to participate in the Initiative, an Applicant will meet the following requirements:

be a Person that is a Research Body, Industry Organization, Indigenous Person, municipal government, Processor, Primary Producer, Service Provider or Retailer/Wholesaler located in Ontario
not be a federal or provincial government employee
provide its Canada Revenue Agency Business Number (CRA BN)
submit a completed Application Form to the Ministry in accordance with section 4.4 of the Guidelines
If applying as a Primary Producer or Processor, have a valid and up-to-date Premises Identification number (PID) for the business location(s) where the Project is to take place (to register for or update a PID, visit the Provincial Premises Registry)
If applying as a Primary Producer, have:
1. a valid Farm Business Registration Number (FBRN)
2. an Order from the Agriculture, Food and Rural Affairs Appeal Tribunal exempting the Person from having to have a FBRN
3. a letter from the Indian Agriculture Program of Ontario, or
4. an exemption from the income eligibility requirement of the Farm Property Class Tax Rate Program, received from AgriCorp
is undertaking activities set out in section 4.1.1 of the Guidelines
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
not be, nor is any officer, director or employee of the Applicant (if any), a current or former federal public office holder or federal public servant, or if the Applicant is, or any officer, director or employee of the Applicant (if any) is, the Applicant, or that officer, director or employee of the Applicant (if any) is in compliance with the Conflict of Interest Act (Canada), the Conflict of Interest Code for Members of the House of Commons (Canada), the Values and Ethics Code for the Public Sector (Canada) and the Policy on Conflict of Interest and Post-employment (Canada), as applicable
not be, nor is any officer, director or employee of the Applicant (if any), a member of the House of Commons on the Senate, or, if the Applicant is, or any officer, director or employee of the Applicant (if any) is, the Applicant, or the officer, director or employee of the Applicant (if any), is permitted under the Parliament of Canada Act (Canada) to receive funding from Canada under the Sustainable CAP
agree that any intellectual property rights arising from their Project, should the Applicant be found to be eligible to participate in the Initiative as well as receive an Initiative Payment, belongs to the Applicant
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
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

Applicants must apply to the Initiative using an online Application Form (single stage application process) available in the RMS which is Ministry’s Online application system. The OAFRI website provides a link to the OAFRI Applied Research Stream with Guidelines and Application Form. If an Applicant is not already registered in the RMS, the Applicant can register in the RMS at any time prior to submitting an Application Form to get your account login and password information. If an Applicant has registered in the RMS in the past but is unable to login now (due to inactivity of the account over 2 years), please contact RMS@ontario.ca. After login to RMS researcher’s workbench, the Applicant will have access to the Application Form (and RMS tip sheets) for completion and submission of the application/proposal.

Applicants must ensure that their Application Form is fully completed.

Completed Application Forms must be submitted no later than 11:59 pm EST on January 11, 2024. Any Application Form submitted after this date will not be accepted. Supporting documentation provided but not required under the Initiative, will not be reviewed.

Applicants can submit more than 1 Application Form to the Initiative. Where Applicants have submitted/are submitting more than one Application Form under this or other Initiative(s) under Sustainable CAP, the Applicant must ensure that each proposed Project has distinct and separate expected outcome(s).

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. All funding for a Project, including from additional sources, must be listed on the Application Form.

In addition to a complete Application Form, Applicants must provide written quotes/letters from the third party providing a good, service or both to the Applicant detailing the proposed Eligible Costs for the Project.

4.5 Review of application, evaluation criteria and notification

The Ministry will review the Application Form to determine whether the Applicant is eligible to participate in the Initiative. The Ministry will only review a completed Application Form. Incomplete Application Forms will not be accepted. Applications will be evaluated on merit-based review criteria such as:

Project’s alignment to research focus area (Appendix A)
significance and benefits to Ontario’s agri-food sector
relevant expertise of Applicant and strength of research team
quality and clarity of the experimental design and overall project plan including knowledge transfer and intellectual property
budget demonstrating value for money and applicant’s ability to secure external (non-OAFRI) funding to enable successful completion and intended outcomes of the project

Ministry encourages Applicants to secure other sources of funding to complement/leverage Initiative funding towards the total cost of the Project. Other sources of funding contributing to the project outcome enhances the strength of the application and will be considered in the evaluation of the application.

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

a file number, which the Ministry uses to refer to the specific Project
the Project description
the maximum amount of Funds approved and cost shared percentage approved
the Eligible Costs
the date the Recipient is required to complete its Project
the expense Claim submission deadline
the final report submission information including deadline

The Ministry will provide an email to unsuccessful Applicants setting out a brief explanation of why their Application was not approved under the Initiative.

4.6 Submitting Claims

A Recipient must submit its Claims to the Ministry for Eligible Costs for completion of its Project via the RMS. The RMS has both application submission and expense Claim submission interfaces available through the same login ID and password used by an Applicant during application submission. The successful Applicant (Recipient) will have access to the quarterly claim submission forms in their RMS workbenches (after login to the RMS) before the due date. The Recipient or an authorised financial administrator of the Recipient’s organization will complete the expense Claim form in the RMS and submit for Ministry review. The eligible expenses will be paid as direct deposit to the account set up in the Transfer Payment Ontario.

The Claim 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:

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

Acceptable forms of a proof of payment include:

an electronic image of a processed cheque
a statement from a banking institution setting out whom the processed cheque was written, or electronic payment made, and the amount
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 debit card as well as all other information, including the costs that are unrelated to the Recipient’s Project should be blacked out.

All Claims and the final report must be submitted no later than 11:59 pm EST on the date(s) set out in the Approval Letter. Any Claims submitted after the required date(s) will be ineligible.

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.

Up to 10% of the total OAFRI dollars will form a hold back until approval of the final report.

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:

not be eligible to participate in the Initiative or will have their eligibility to participate in the Initiative revoked
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:

may not be eligible to participate in the Initiative or may have their eligibility to participate in the Initiative revoked
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 being abusive toward any Ministry staff responsible for administering the Initiative will receive one 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:

owes a debt to Ontario or Canada and does not have a repayment plan with Ontario or Canada, including any agents thereof
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:

a notice will be placed on the website that hosts the Guidelines setting out the date on which the Initiative is terminated
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:

environmental-related Requirements Of Law
labour-related Requirements Of Law
tax-related Requirements Of Law
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:

only obtain goods, services or both through a process that:
- is transparent
- is fair
- promotes the best value for the money expended
- is at competitive prices no greater than fair market value after deducting trade discounts or any other discounts available to the Recipient
- is from Persons that are operating from Arm’s Length from the Recipient
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:

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
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

A Recipient will retain any assets for which Initiative Payments will be made with a combined value of $1,000 or more for at least 2 years after the date of the Approval Letter, unless otherwise directed by the Ministry. The Recipient will not, without the Ministry’s prior written consent, lease or otherwise encumber the assets in which Initiative Payments were made for at least 2 years after the date of the Approval Letter.

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:

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
cross liability
a contractual liability coverage endorsement
a non-owned automobile coverage with blanket contractual endorsement
an employer’s liability coverage endorsement, if the Recipient is not subject to the Workplace Safety Insurance Act, 1997
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 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:

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
allowing for the inspection of any records that relate to the Initiative Payment
allowing for the copying of any records that relate to the Initiative Payment
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 the following has been met:

It has obtained the Ministry’s prior written consent to communicate about the Project or the Initiative
It follows the Communications Protocol set out in Appendix C for the Initiative
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:

the name of the Recipient
the amount of funding the Recipient is eligible to receive under the Initiative
the amount of Initiative Payments the Recipient received
a description of the Project

5.12 Notice regarding change of ownership or control

A Recipient will provide notice to Ontario within 5 Business Days of any discussions the Recipient may have where the Recipient may merge with or be acquired by another Person while participating in the Initiative.

5.13 General

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

Applying to the Initiative does not create a legal, equitable or other right to participate in the Initiative.

5.13.2 Participating in the Initiative does not create right to receive an Initiative Payment

Participating in the Initiative does not create a legal, equitable or other right to receive an Initiative Payment.

5.13.3 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.

5.13.4 Initiative Payment is income for tax purposes

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

5.13.5 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.

5.13.6 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.

5.13.7 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.

5.13.8 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.

5.13.9 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)

If a Recipient is eligible to receive an Initiative Payment and is a sole proprietor, partner in a partnership or a member of an unincorporated entity without a CRA BN, as a condition for receiving an Initiative Payment they will consent to the use and disclosure of this Personal Information collected under the Initiative for the purposes of enforcing the terms and conditions of the Initiative, including:

confirming the Recipient paid any applicable taxes on the Initiative Payment
conducting audits
collecting any Overpayment or any other debt owing to Ontario or Canada arising prior to the Recipient’s participation in the Initiative

6.3 Collection of additional Personal Information voluntary

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.

Administrator: a Person responsible for delivering an Initiative on behalf of the Ontario Crown.

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

Application Form: the Ministry-approved document the Applicant submits to apply to the Initiative.

Approval Letter: a letter from the Ministry to the Applicant informing the Applicant that they are eligible to participate in the Initiative.

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 C to the Guidelines.

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

Direct Operating Cost: essential expenditures that would not have been incurred had the Project not been undertaken. Accordingly, they can be directly assigned to the Project activities with a high degree of accuracy.

Eligible Costs: the costs set out under section 4.2.1 of the Guidelines.

Employee: an individual the performs work or supplies services for monetary compensation and in which that monetary compensation is reported on a T4 or other means of acceptable reporting to the Canada Revenue Agency.

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

Indigenous Person includes:

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
an individual who identified as being an Indian or Inuit and is recognized as being an Indian or Inuit by their community
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
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
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
a Band Council within the meaning of the Indian Act (Canada), or
an organization whose primary objective is to represent entities set out in paragraphs (a) to (f) of this definition

Indigenization: the integration of Indigenous worldviews, knowledge and perspectives into the structures of an institution.

Indirect Cost: the operational costs that underpin an institution’s research activities (such as heating, lighting, ethics reviews, facilities for animals used in research, management of intellectual property, environmental assessment and safety compliance, equity, diversity and inclusion training). The services that give rise to indirect costs are institutionally based and are not specific to individual research grants.

Industry Organization: a Person that is made up of 2 or more Primary Producers, Processors or other entities involved in the agri-food sector, specifically a legal entity representing its members (such as a commodity group).

Ineligible Costs: the costs set out under section 4.2.2 of the Guidelines.

Initiative: Ontario Agri-Food Research Initiative (OAFRI) - Applied Research Stream.

Initiative Director: the individual occupying the position appointed as such by the designated program Administrator and includes any individual acting in that position or successor position.

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

In-Kind Support: items necessary for the successful execution of the Project that would have to be purchased from funds within the project budget if they were not provided by the co-funder. Examples of In-Kind Support include goods and services, access to equipment and research facilities, and scientific and technical staff time including Applicant contributing directly to the project.

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:

was not eligible to receive at the time the Recipient received the Initiative Payment, or
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.

Primary Producer: a Person that is a producer (crop or livestock) including engaged in production in controlled environment agriculture such as:

indoor agriculture, greenhouse, vertical farm
agricultural landowner and/or renter
employer that provides housing to International Agricultural Workers
propagator (agricultural activities)
owner of fruit tree nursery
owner of packing house (washing, packing where the product is chopped/changed in a manner that is not irreversible)
biomass producer

Processor: a Person that is a business in the agri-food supply chain, specifically a:

slaughterhouse/abattoir
agri-food-processor (food, beverage)
bio-processing company (food, industrial)
packing house (chopping, irreversible actions to product)
fertilizer manufacturer
commissary (ready-to-eat counter)
brewpub
food/agricultural commodity/bio-processor waste company

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.

Research Body: a corporate entity that has the capacity to undertake science, research, development, innovation, commercialization and knowledge transfer activities. The corporate entity must possess intellectual, physical and structural capacity and networks. A Research Body is a university or a college or other research centre/organization with significant capacity and focus in delivering research and development activities.

Research Priority Area: one of the highest level agri-food research topics as outlined in Appendix A (such as food safety, animal health and welfare, plant health and protection). A Research Priority Area may have more than 1 sub-topic that are called Research Focus Areas (Appendix A).

Research Management System (RMS): the online research application and project information management system used by Ministry to administer OAFRI and track research projects it funds, and containing the application and reporting forms and the templates the Recipient must complete (including the reporting requirements under this Initiative).

Retailer/Wholesaler: a Person that:

ultimately sells to the consumer, as it relates to a Retailer, or
buys agricultural-based products from importers, manufacturers and other wholesalers and resell them to retailers, other wholesalers, industrial and commercial users or foreign markets, as it relates to a Wholesaler

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

SIN: Social Insurance Number.

Service Provider: a Person that provides products, services or both to the agricultural sector.

Sustainable CAP: the Sustainable Canadian Agricultural Partnership.

Technology Readiness Level (TRL): is a measurement system used to assess the maturity level of a particular technology (a product, process, practice or system). At the TRL 1 (lowest), scientific research begins and results are translated into future research and development. At TRL 6, technology has a fully functional prototype or model demonstrated at a pilot scale. TRL 9 is the highest level, when a technology development is proven to be successful under full range of operational or real-world condition before commercially available.

9.2 Interpretation of Guidelines

For the purposes of interpreting the Guidelines:

words in the singular include the plural and vice versa
the headings do not form part of the Guidelines – they are for reference purposes only and will not affect the interpretation of the Guidelines
any reference to dollars or currency will be to Canadian dollars and currency, unless indicated otherwise
any reference to a statute means a statute of the Province of Ontario, unless indicated otherwise
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
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
all accounting terms used herein will be interpreted in accordance with the Generally Accepted Accounting Principles used in Canada
the words “include”, “includes” and “including” denote that the subsequent list is not exhaustive

Appendix A: Research priorities

An applied research project must fit to one of the research focus areas (RFAs) under a RPA listed. A RPA may have more than 1 sub-topic that are called RFAs.

RPA 1: food safety

Food safety applied research projects enhance public confidence in the sector by generating new knowledge to deliver creative and enhanced food safety solutions. New research should aim to anticipate, detect, mitigate and/or reduce food safety hazards throughout the supply chain. Food safety research projects are encouraged that are designed to generate new knowledge to address food safety issues specific to food grown and/or processed in Ontario.