Government of New Brunswick
Introduction

Submissions for the Healthy Seniors Pilot Project (HSPP) will be submitted electronically via email or through the secure file sharing website Workspace.  This document is intended to assist applicants in understanding:

  • The overall process for submitting projects;
  • The options for submitting projects;
  • The risks associated with submitting an emailed project;
  • The pitfalls that should be avoided when emailing a project; and
  • How to mitigate risks by following the prescribed steps for submission outlined below.

The Government of New Brunswick does not take any responsibility for any emailed submission that:

  • Does not arrive at the designated email inbox on time;
  • Is rejected; or
  • Contains corrupted electronic files.
     
Submission Process

All applicants intending to submit a project must register prior to submitting by filling out the online form found on the HSPP website no later than four weeks before the submission deadline.  Registering allows the applicant to connect with HSPP staff early on in the process and ensure a smooth submission for the applicant.

Upon registering, the applicant will be asked if they wish to share a brief description of their project on the HSPP website to facilitate potential collaboration with other applicants.  Applicants can consent if they so choose.

Applicants have the choice to submit their project via email or the secure website Workspace.  Applicants will be asked to indicate which submission option they will follow upon registering.  Those who opt to submit through Workspace will be sent login information by HSPP staff.  Instructions on how to upload the project to the Workspace website will be shared with applicants at that time.  Applicants who chose to submit their project via email must adhere to the guidelines below. 
 

2. Guidelines for emailed projects

Projects submitted over email must follow the following guidelines in order to meet submission and eligibility criteria:

  1. Complete the Request for Funding Form and the Budget Template (Appendix B) and attach files to email.

  2. Attached files should not exceed 20MB.

  3. The email must not contain any attachments in any of the following formats:
    1. Zipped files
    2. Auto-executing file types
       
  4. Label all attached files in the following format:
    Name of primary applicant (Last name, first name), project title

  5. Applicants should make every effort to attach the Request for Funding Form and supporting documents within one file.  Additional files may be attached when necessary but must be properly labeled as follows:
    Name of primary applicant (Last name, first name), project title, name of supporting document

  6. Acceptable file types are Word (.doc or .docx).

  7. Any email containing a virus or malware will be rejected.

  8. Applicants should send their proposal at least 60 minutes before the deadline.  This provides sufficient time prior to closing to ensure that the email was received, and to resubmit before closing if a problem occurs.

  9. All proposal submissions must be sent to ­pilotprojectsubmissions@gnb.ca as it is the only email account designated for receiving project submissions. 

  10. The subject line of the email must read:
    Name of primary applicant (Last name, first name), project title

  11. Upon submitting your email you will receive an automatic reply stating your proposal has been received.

  12. Do not assume that the email has been received.  If a confirmation email is not received within 30 minutes after sending, send an email to confirm whether or not your submission was received.

  13. If the confirmation email is not received, do not resubmit without first contacting the email address again.  Resending a submission should only occur once confirmation is received that the original email was not received, and enough time is left for receipt of the submission prior to the closing date and time.

  14. Updates, Changes and Withdrawals:
    Applicants may update, change or withdraw their project at any time prior to the closing date and time.  If emailing updates or changes, do not submit only the changes that then require collation with the previous submitted proposal.  Instead, a complete revised package with clear instructions that it replaces the earlier submission should be sent.  This will help to avoid any confusion as to what constitutes the complete submission.

  15. Avoid sending multiple emails from the same applicant for the Call for Projects.  If multiple emails cannot be avoided (e.g. the collective size of the emails exceeds the 20MB maximum), identify how many emails constitute the full submission and provide clear instructions on how to assemble the submission.  Multiple emailed submissions from the same applicant for the Healthy Seniors Pilot Project may result in rejection if these instructions are unclear.

  16. Possible remedies for a rejected or missing emailed project include:
    1. If the collective size of the emailed attachments exceeds 20 MB, resubmit it over multiple emails, clearly identify how many emails constitute the full submission and how to collate the files.
    2. If the emailed submission included zipped or executable files, unzip or remove the executable files and resubmit over one or more emails (see previous bullet if the files collectively exceed 20 MB).
    3. Resend the submission from a different email account.