About Organizational Mentors

1. Plan the application and documentation 

• Understand the eligibility criteria for Organizational Mentors.  
• Review the upcoming deadlines.  
• Use the Organizational Mentor application questions to prepare ahead of time. 
• Familiar yourself with the roles and responsibilities outlined in the Organizational Mentor-Grassroot Groups Collaborative Agreement.  
• Discover how we define Black and Indigenous groups and organizations.  
• Organizations need an OTF account to access applications through the Granting Portal.  
  • Returning applicants can log in to the Granting Portal. Connect with yof@otf.ca to ensure your Organization Information is up to date.  
  • New to OTF? Organizations are invited to create an account.  

2. Review and assess eligibility 

OTF will review and assess if an organization meets the eligibility criteria for Organizational Mentors when they submit their Organization Information. 

3. Submit the Organizational Mentor application

Eligible organizations will be invited to complete the Organizational Mentor application.  

4. Build a partnership with a Grassroots Group 

• The Organizational Mentor-Grassroots Group Collaborative Agreement outlines the roles, responsibilities, and terms between an Organizational Mentor and the Grassroots Group that is delivering a project funded through the Youth Opportunities Fund. 
• Both the Organizational Mentor and the Grassroots Group must work together to complete, review, and sign the agreement.  
• Grassroots Groups submit the final, signed Collaborative Agreement with the grant application on behalf of the collaborative. (This is required for all Youth Innovations and Family Innovations applicants that have been shortlisted, and invited to complete the grant application.  

Note: Organizational Mentors can also be the lead organization in a collaborative project for a System Innovations grant, however, they cannot exceed the Grant limits and other requirements. 

1. Build a shortlist of two or three potential Organizational Mentors

First, brainstorm a list of organizations whose work aligns with yours. Review the list of pre-approved Potential Organizational Mentors. 

You can also connect with other Grassroots Groups to see which Organizational Mentors they have worked with and discover the lessons they learned. 

Ask yourself: 

• Do you have a mentor or adult ally who can recommend Organizational Mentors? 
• Is your group already connected with organizations through past programs, volunteering, etc.? 
• Are there eligible organizations in your community you would like to partner with?  

2. Learn more about the Organizational Mentors on your shortlist

Get a deeper understanding of the potential Organizational Mentors on your list and learn as much as you can about their work. Look into who they serve, what services they offer, and if you share a similar mission and mandate. 

• Do they share your core values? 
• Will this partnership be mutually enriching? 
• Do they have the capacity to support your group’s project?  
• Have they worked with other Grassroots Groups?  

Ensure that the Organizational Mentors on your shortlist meet OTF’s eligibility criteria. 

3. Select an Organizational Mentor and start building a relationship

Make an appointment with the organization’s Executive Director or other senior management staff and use the provided conversation guide. Frontline staff do not have the signing authority to agree to this partnership, so it is critical to connect with someone at the senior level or above. 

• Ask about their capacity to support Grassroots Groups and interest in being an Organizational Mentor. They may not have the capacity to partner with you at this time, or they may already be partnered with another Grassroots Group.  
• If they are not able to partner with you, ask if they recommend other organizations you could approach. 
• Share the objective(s) of your project, the budget, and the project plan. Demonstrate the value your project brings to the organization and how it aligns with its mission and programming. 

Remember that you need to receive their approval before deciding to accept them as your Organizational Mentor and plan your Expression of Interest.  

4. Plan for Overhead and Administrative Support costs

While it can be hard to talk about money, it’s important to discuss project costs with the Organizational Mentor before applying for a grant. 

Organizational Mentors have access to 15% of the grant’s budget for Overhead and Administrative Support Costs.  

Have a successful conversation with an Organizational Mentor  

Ask them: 

• Why are you interested in mentoring and working with Grassroots Groups? 
• Is your organization familiar with being an Organizational Mentor?  
  • Can you share what you’ve learned from past experiences working with other groups? 
• Do you have previous experience with OTF?  
• Does your organization meet OTF’s eligibility criteria? 
  • Do you have the capacity (expertise, tools, skills, and resources) and infrastructure (policies, insurance, and staff) to support us?  
  • Tell us about how our work will be/is included in your human resources policies and procedures and included in your insurance and liabilities policy coverage. 
  • Share how your staff has the experience, skills, and expertise to guide us and provide advice and feedback.
• What do you need from us to make this partnership positive and productive? 
• What type of support can your organization offer as we implement our project? 
• Would you be able to provide us with feedback as we deliver our project? 
• Would you be open to creating a mechanism to share lessons learned and for problem-solving as we enter into this partnership? 
• How frequently would you like to have meetings and check-ins? 
• What process will you/we use to administer and reconcile funds? 
• Will there be an opportunity to access space, resources, and/or tools from your organization? 
• Can you provide a specific contact that has the expertise, time, and resources to support our project? Is there a secondary contact in the case of an absence, emergency, or change in staffing? 

Have a successful conversation with a Grassroots Group  

Ask them: 

• Tell us about your group.  
  • How many members do you have and what is their experience of working together?  
  • What are the different roles that your members play? 
• Tell us about your project.  
  • Are there any specific areas of your project that you would like our expertise in? 
  • What type of support are you looking for as you implement your project and plan for the future? 
• What kind of partnership would you like to have if we worked together? 
• Can you share your past experiences working with an Organizational Mentor? 
• How frequently would you like to have meetings and check-ins?  
• What is the frequency of the reporting, meetings, and check-ins that you would anticipate? 

While you review the Organizational Mentor – Grassroots Group Collaborative Agreement, discuss and plan the following expectations of the partnership: 

• The main points of contact for both parties.  
• The realistic goals for the support offered by the Organizational Mentor.  
• The frequency of formal meetings, check-ins, and reporting. 
• The financial and project reporting tools used by the Organizational Mentor. 
• A schedule and process for the disbursement of funds, reporting, budget reconciliation, managing project expenses, knowledge sharing, and networking opportunities.  
• A mechanism for problem-solving and giving/receiving feedback. 
• The roles and responsibilities of both parties to prepare and submit the grant application. 

Policies and Procedures

• Grassroots group must “adopt" OM policies and procedures  
• Core members from the grassroots group must orient themselves to the OM’s policies and have access to policy and procedure manuals  
• Where possible and necessary, OM and grassroots group work together to establish policies and adapt procedures to fit the project appropriately and to align with the values and requirements of both parties.  

Insurance and Liability

It is expected that the Organizational Mentor’s (OM) existing insurance policy be extended to cover the Grassroots Group (the group) and the grant activities as outlined in the funded project. Depending on the project activities and services being offered, the OM will add the group to their insurance without cost. Having proper insurance is essential to help proactively manage any risks that may be associated with the activities and the services delivered as part of your Youth Opportunities Fund (YOF) funded project.

Consider the following to ensure you understand the insurance needs for the funded project:

Program and Services 

• The OM will ensure they have a good and detailed understanding of the funded project, including what the group is going to do (type of activities, location, frequency, etc.) and who they will serve/work with (the beneficiaries) in order to determine how those activities and beneficiaries fit into their current insurance policy. 
• Questions to consider when reviewing the insurance policy: 
  • what is covered and what is not covered in the context of the funded project. 
  • who is covered (what groups of people are defined as named insureds - e.g., volunteers, youth under 18); and 
  • who is not covered (e.g., volunteers, special committees). 

Budget | Insurance Coverage

• If the activities and services offered through the funded project are significantly different from the programs and services offered by the OM, the OM should discuss with their insurance provider and revisit their insurance policy to include those activities offered that may not be covered by their current insurance policy.
• If the group is renting a space to deliver their activities and enter a contract with a property owner, the group will ensure minimum requirements for tenant insurance in their contract are met.
• It is important to ensure that the right type of coverage is in place for any special events (excursions, off-site programming, fairs, festivals, etc.) that the group intends to offer. The group should discuss all insurance matters with their OM. 

Onboarding Grassroots Group Team and Staff

• The grassroots group is responsible for filling staff and voluntary positions within the funded project. 
• Group members may be hired as contractors/consultants of the OM or may be added as a staff of the OM. 
• The grassroots group is connected to OM staff in key roles to better support orientation and knowledge sharing (e.g., finance, human resources, programming, etc.). 
• The OM shares information about the grassroots group, the group’s project, and the OM’s role with OM staff & Board. 
• If a group member is also a staff of the OM, there is a clear delineation of roles and responsibilities, and the OM contact is not the grassroots group member. 

Project Oversight 

• The OM and grassroots group establish a regular meeting schedule to ensure the progress of key activities/deliverables and the overall success of the project. 
• The OM shares tools and provides suggestions for tracking project information. 
• The OM reviews the Progress and Final Reports prior to submission. 

Financial Oversight

• The OM provides budget actuals to YOF two times during the reporting period (mid-year and year-end). 
• The OM provides training and clearly outlines financial practices and requirements (e.g., collecting and submitting receipts, tracking spending, matching between YOF budget lines and OM General Ledger codes). 
• The OM and group negotiate the frequency of disbursements (e.g., monthly, bi-monthly, quarterly) and payments are issued upon reconciliation of the previous payment. 
• The grassroots group provides cash flow projections and receives payments accordingly. 
• The use of shared documents (e.g., Google docs), allows for real time financials to be updated. 
• The grassroots group has a Community Group bank account for their work. 
• The OM pays invoices for large purchases directly (e.g., equipment). 
• For any good and/or service valued above $10,000, YOF requires that at least two quotes or estimates be provided to your Program Manager for approval, to help your group establish accurate budget amounts and demonstrate the best value for money.

Mentorship and Other Supports

• The OM contact plays an active role in supporting the grassroots group and their work. 
• Training opportunities offered by the OM for staff is extended to grassroots group members. 
• The OM connects the group to resources and networks. 
• The OM invites the group to their events and gatherings.