Section 5 – Application Process and Program Requirements

5.0 Preparing to apply

Before you apply, we strongly recommend that you read the Applicant’s Guide carefully. You must identify your type of periodical, i.e. magazine or non-daily newspaper and special category if applicable, i.e., Aboriginal, ethnocultural, official language minority or GLBT, to determine which eligibility criteria applies to your periodical. You must meet all program component eligibility criteria described under subsection 3.1 Eligible publishing firms and subsection 3.2 Eligible periodicals.

5.1 Application form

The application form is available at www.canadianheritage.gc.ca/cpf. We encourage the use of the electronic application form as it contains many features to help with its completion.

All required parts of the application form must be completed in full. You must also provide with your application form all required supporting documents and meet the circulation verification requirements.

To access the fillable form in Portable Document Format (PDF), you will require an Adobe Reader on your computer. If you do not have the required software; it is available for free download from the Adobe Web site.

Important
Once completed, the application form must not be transmitted electronically to the Department to ensure confidentiality of your personal information. Application forms will be accepted only by mail or courier.

5.2 Identification of content

Gather a sample of the issues that appeared during the reference year according to the following table:

Number of issues in
reference year		Sample of issues

2

All

3

First and second

4

Second and third

5

First, third and last

6

First, third and fifth

7 to 12

First, fifth and last

13 and more

First, fifth, ninth and last

How to mark an issue
You must identify with a BLACK MARKER each page and fraction of page of each issue sample using the following codes:
C Canadian editorial content
F Foreign editorial content
A Advertising pages
N Non-revenue pages

Calculate the number of pages for each type of content by rounding off to the nearest whole number. Enter the result for each type of content in Part E – Periodical Information, Page Count of the application form.

Note
You must submit one marked-up issue from your sample and the most recent issue with your application form. Do not submit the remaining marked-up issues, but do retain them for five years in case they are requested later by the CPF. The CPF may request marked-up copies for audit purposes; failure to retain marked-up copies may render a title ineligible for future CPF support.

5.3 Circulation verification requirements

Paid circulation magazines and non-daily newspapers
An applicant is required to provide verification documents confirming the paid circulation copies and sponsored copies during the 12-month reference year. The required documents are as follows:

Paid circulation and sponsored copies with less than 50,000 copies
The periodical financial information entered in Part H – Financial Year Information of the Periodical of the application form will be used.

Paid circulation and sponsored copies with 50,000 copies and over
An applicant must provide, at the time of application, a circulation report issued by an audit circulation board for a period of 12 consecutive months beginning in the reference year, if paid circulation and sponsored copies are 50,000 copies and over. This requirement does not apply to Aboriginal, official language minority and religious periodicals.

First time applicant to the Aid to Publishers component
If a new applicant with a total paid circulation and sponsored copies of 50,000 and over is unable to provide a circulation report in time of the application deadline, a proof of application to an audit circulation board must be submitted with the application form; otherwise the application will be rejected. A circulation report must be done and submitted to the Aid to Publishers within six months of that application deadline. Please note that this rule does not apply to verified request circulation magazines.

Verified request circulation magazines
All applicants under verified request circulation must provide, at the time of application, a circulation report for a period of 12 consecutive months beginning in the reference year, from an audit circulation board, to confirm the verified request circulation copies of a magazine.

The Canada Periodical Fund accepts reports from the following audit circulation boards:

  • Canadian Circulations Audit Board (CCAB/BPA)
  • Audit Bureau of Circulations (ABC)
  • Canadian Community Newspapers Association (CCNA) / Canadian Media Circulation Audit (CMCA).

5.4 Supporting documents required

 

The application form must include the following supporting documents:

  • Articles of incorporation;
  • last three printers invoices of the reference year;
  • one marked-up copy;
  • one copy of the most recent issue of the periodical; and
  • a circulation report for 12 consecutive months.

Note
To ensure all eligibility criteria are met, additional information and documents may be requested for clarification purposes.

5.5 Deadline for application

The deadline date for sending your application form and all supporting documents is November 24, 2010. Your application form must be signed and dated; signature must be an original. Your application form is considered to be filed on time if it is complete and postmarked or date stamped by other delivery services on or before the deadline date. A late or incomplete application will not be accepted.

Send the completed application form with all required supporting documents to: Canada Periodical Fund - Aid to Publishers.

[ Previous Page | Table of Contents | Next Page ]