Language selection

Government of Canada / Gouvernement du Canada

Search

Step-by-Step Guide for Applications to the Capital Stream of the Rural Transit Solutions Fund

  • Copyright

    Aussi disponible en français sous le titre : Guide étape par étape pour les demandes, volet Immobilisations, Fonds pour les solutions de transport en commun en milieu rural - Édition révisée, 2024.

    Information contained in this publication or product may be reproduced, in part or in whole, and by any means, for personal or public non-commercial purposes without charge or further permission, unless otherwise specified. Commercial reproduction and distribution are prohibited except with written permission from Infrastructure Canada.

    For more information, contact:

    Housing, Infrastructure and Communities Canada
    180 Kent Street, Suite 1100
    Ottawa, Ontario K1P 0B6
    info@infc.gc.ca

    © His Majesty the King in Right of Canada, as represented by the Minister of Housing, Infrastructure and Communities, 2024.

    Cat. No. No. T94-46/2024E-PDF
    ISBN 978-0-660-47282-3

PDF Version

Step-by-Step Guide for
Applications to the Capital Stream
of the Rural Transit Solutions Fund
(PDF Version)

Table of Contents

How to Submit an Application to the Rural Transit Solutions Fund

  • Before you begin your application, please ensure that your organization is eligible for funding under the Rural Transit Solutions Fund in accordance with the eligible recipients as outlined in the “Who Can Apply” section of the Application Guide for the Capital Projects Stream of the Rural Transit Solutions Fund (available on the website and via the applicant portal). Housing, Infrastructure and Communities Canada (HICC) will also validate your organization’s eligibility when your application has been submitted. You should also review the requirements for supporting documentation that will need to be attached in the HICC Applicant Portal as outlined in the “Supporting Documents” section of the Application Guide.
  • Applicants must register for an HICC Applicant Portal to access the Rural Transit Solutions Fund application form. By accessing your account through the HICC Applicant Portal, you will be able to create, save, edit, and submit applications to the Rural Transit Solutions Fund, as well as view your organization’s list of submissions through “My Dashboard”.
  • Applicants who are unable to apply through the HICC Applicant Portal are asked to reach out to the Rural Transit Solutions Fund Team at rtsf-fstcr@infc.gc.ca.
  • Applicants who have an existing HICC Applicant Account can skip to Step Two.

Step One: Register for a HICC Applicant Account

  • Enter the HICC Applicant Portal. Please use the most recent version of the following supported web browsers:
    • Microsoft Edge
    • Apple Safari
    • Google Chrome
    • Mozilla Firefox
    • Internet Explorer (not recommended)
  • Click New User
  • Confirm you have read the Privacy Notice Statement
  • Register your account by:
    • Providing a valid e-mail address
    • Creating a username and password
    • Activate your account by logging out after saving and returning to the sign in page. (Please note that you may get an error message if you do not complete this step).

Passwords must contain characters from at least three of the following four classes: uppercase, lowercase, digit, and non-alphanumeric.

Create your organization's profile

Have you previously applied to a HICC program?

Applicants who have previously applied to an HICC program should have an existing profile created using information provided in previous applications. You can find your profile by searching the Existing Organization Name list. Once you find your organization’s profile, review the information provided and ensure that it is up to date. Please edit your organization’s profile if necessary. If your organization is not found, you can proceed to create a New Organization profile.

How do I edit my organization's profile?

You can edit your organization’s profile once you have made an HICC Applicant Portal Account by clicking on Profile.

  1. Once you enter your Profile page, click on Manage Organizations. Here, you will be able to locate your organization.
  2. Edit as needed and click Save.

Are you a New Applicant to a Housing, Infrastructure and Communities Canada program?

  1. If you are a new applicant, create your organization's profile by clicking New Organization.
  2. Fill in the required fields including:
    • The organization's full legal name
    • Contact information
    • Organization address
    • Organization type
  3. Click Submit.
  4. Once you have created your organization's profile, find your organization from the Existing Organization Name list.
  5. Enter the name and contact information for your organization.
  6. Click Save.
  7. Sign out by clicking on your name in the top right corner, selecting Sign out and sign back into your HICC Applicant Account. (Please note that you may get an error message if you do not complete this step).

Step Two: Managing your HICC Applicant Account

With your HICC Applicant Account, you can apply to the Rural Transit Solutions Fund. The HICC Applicant Portal is the place to access your organization's dashboard, application forms and online resources.

Managing Permissions – Account Administrator/Owner

If you are the first person in your organization to register for a HICC Applicant Portal account, you will automatically be the primary contact for your organization's account and be assigned the role of Account Administrator/Owner.

As Account Administrator/Owner, you will be responsible for:

  • Reviewing and approving (or declining) requests from other members of your organization to access the HICC Applicant Portal and the Rural Transit Solutions Fund application form.
  • Determining whether an approved team member(s) has "read only" capabilities or "update" (populating an application) capabilities.
  • Determining whether an approved team member(s) can Attest to and/or Submit project applications.
  • Determining whether an approved team member(s) can be your "delegate", which permits them to have the same account privileges as you and undertake the above-noted actions on your behalf (as the team Account Administrator/Owner).

How to grant access to your application for other members of your organization

For other members of your organization to access the HICC Applicant Portal and work on the Rural Transit Solutions Fund Application Form, you must grant them permission through your Profile page. It is only after you have made your HICC Applicant Portal Account that other members of your team can proceed to make their own HICC Applicant Portal accounts and start an application.

First, have your team members create their own HICC Applicant Portal Accounts. When asked to identify the Lead Applicant Organization, ensure that they “link” themselves to your organization by selecting it from the Existing Organization List. It is only through this process that they will be linked to your organization and be able to access your organization’s Rural Transit Solutions Fund Application. Once your team members have created their accounts, you will receive an e-mail notification titled: “Your action required”.

Next, go to your Profile page. Click on Manage Permissions. Here, you will see a list of individuals who are requesting access to the HICC Applicant Portal.

  1. Click the drop-down menu located next to their name and account information.
  2. Click Edit.
  3. Answer the questions as prompted:
    • Enable Portal Access
    • Portal contact role
      • Update
        • Enable updating of application contents
        • No ability to modify the organization's contact and account information
        • No ability to attest and/or submit the Application Form
      • Read
        • Read-only mode
    • Status
    • Can Attest
    • Can Submit
    • Is Delegate

Once you have assigned roles to your team members and saved this information, they will be able to see your Rural Transit Solutions Fund application form in their own accounts under My Dashboard. Any changes that are made and saved to your application form by your team will be visible to all accounts linked to the application form.

My Dashboard

Your dashboard will list your ongoing and completed application forms at HICC. Use the dashboard to navigate to your application form(s) and keep track of the progress and status of your application(s). You do not need to complete your online application in one attempt. The application can be saved and edited as many times as necessary.

Apply for Funding

To apply, you will find a link to the application form on the Applicant Portal. There is no limit on the number of applications that can be submitted by an eligible applicant. Each project can be submitted as its own application. Alternatively, projects can be bundled into a single application.

An application, regardless of bundling, must describe how the project(s) will support the objectives of the Rural Transit Solutions Fund and satisfy the merit criteria of the program.

Help

While using the Applicant Portal, applicants will have access to support services at any stage of the application process. To contact support services, click on “HICC support” at the top of any page within the Applicant Portal. If, at any time, your account is inaccessible, please email the support team at crmsupport-soutiengrc@infc.gc.ca.

Applicant Guides

You will find links to the Application Guide for the Capital Projects Stream of Rural Transit Solutions Fund and other applicant resources in this section.

Step Three: Apply for Funding

After creating and confirming your organization account, to access the Rural Transit Solutions Fund Application Form:

  • Click Apply for Funding
  • Click Apply for the Canada Public Transit Funds (CPTF)
  • Click Apply for the Rural Transit Solutions Fund
  • Click Apply for a Capital Project Submission
  • Confirm the “Privacy and Eligibility” Statements
    • Read the Privacy and Third-Party Notice Statement and confirm that you have read the statement by selecting “Yes”.
    • Read the Organization Eligibility Self-Assessment and confirm that your organization meets all the eligibility requirements for funding under the Rural Transit Solutions Fund and that you are duly authorized to submit this application on behalf of the Organization by selecting “Yes”. Refer to the Rural Transit Solutions Fund Applicant Guide for details on organization eligibility.

Step-by-Step Instructions for Capital Project Applications

Important tips when preparing your application

  • All applicants are encouraged to prepare their application in an external document and then copy and paste their answers into the fields within the application.
  • To edit or delete information that is displayed in table format, click on the icon to either edit or delete.
  • Unless otherwise noted, the maximum character count for questions requiring a narrative answer (text box) is 2,000 characters.
  • Frequently, click “Save” to save your answers. This allows you to pause and resume work on your application without losing any information.
  • Questions marked with a red asterisk (*) are required and will need to be completed to validate and submit your application.
  • Once you have completed all questions in a section, click Validate. In addition to saving your work, this will verify that you have submitted all the required information, and the tab at the top of the page will turn green.
  • All sections must be validated in order to submit your application to HICC.

Section 1 – Privacy And Eligibility

Eligible organizations that have a minimum of two years of transit experience, including local governments working with a partner who has transit experience, and/or have completed a public transit feasibility study after January 1st, 2020 can apply for a Rural Transit Solution Capital Projects stream contribution of up to $10 million. Eligible organizations with no prior transit experience and that have not completed a public transit study can apply for a contribution of up to $250,000.

Capital projects are expected to be completed by 2029-2030.

Does your organization have a minimum of two years of experience managing or implementing a transit service?*

The dropdown menu will provide you the following options and you will be able to select only one:

  • Yes – This option is also applicable if you are a local government partnering with a transit organization with over two years of experience.
  • No – However, the organization has completed a recent public transit feasibility study
    (IMPORTANT: The feasibility study must be submitted with the application - see Guidelines for more details) 
  • No – The organization is applying for less than $250,000 in federal contribution

Lead Applicant

The name of your organization which was created as part of your applicant profile should be prefilled here.

Eligible Organization Type*

The dropdown menu will provide you the following options, and you will be able to select only one:

  • Province
  • Territory
  • Municipality
  • Local or Regional Government
  • Public Sector body
  • Indigenous governing body
  • Indigenous Development Corporation
  • Not for profit mandated to improve Indigenous outcomes/serve Indigenous communities

Select the population size that best describes the area served by the proposed transit service.*

Please select the option that best describes the community being served:

  • Proposed transit service is primarily serving a community or communities with a population of less than 50,000
  • Proposed transit service is primarily serving a community or communities with a population of less than 50,000 within a Census Metropolitan Area (CMA), AND the proposed project offers transit  targeting  rural areas and communities.
  • Proposed transit service is primarily serving a community or communities with a population between 50,000 and 150,000, AND the proposed project connects rural areas
  • Proposed transit service is primarily serving rural communities located outside census agglomeration (CAs) and/or CMAs
  • Proposed transit service is primarily serving a community or communities, located within a CMA, with a population of more than 150,000

For information on Census Metropolitan Areas (CMAs), please consult the map.

Project Title*

In this section you will be asked to provide, in 300 characters or less, a concise but meaningful project title and the location of the project (e.g., Purchase of a zero-emission vehicle to provide on-demand transportation service in [community name, province, territory]).

Section 2 – Applicant Identification

To prevent losing your work, please click “Save and Continue” in each section or click on “Save All”. Use “Validate” when you have completed all questions in this section to check that all mandatory sections are complete.

Lead Applicant

The Lead Applicant* will be prefilled from your Account Profile. When you have selected your organization, press “Save and Continue”.

Lead Applicant Contacts

The system will ask for a Primary Contact* and a Secondary Contact. The contact names of individuals that you entered in your profile will appear in the drop-down menu. Once you have made your selections, press “Save and Continue”.

Project Details

Project Title

You should see the project name you previously entered prefilled.

Are you partnering with other organization(s) to deliver the project?*
Please select “Yes” or “No”

If you selected “Yes”, there will be an option to add partner organization details.

Partner Organizations; Organization Type; Address Line 1; Role of the Partner.
(If Yes is selected above).

The name of the organization should be the legal name. In terms of describing the role of partners, please provide a brief description of the mandate of the partner organization(s) along with their roles and responsibilities in relation to the delivery of the proposed project.

Note: Paid contractors and professional service providers should not be identified in this section.

Press “+ Add Partner Organizations”, and you may add other partner organizations. Remember to click on Disk to save each partner and press “Save and Continue” when you are finished.

Project Location

Please specify the communities (municipality(ies)/region(s)/town(s) that will be served by the transit service (generally where most of the riders are located.)*

Select from the list (If the location does not exist, please explain in the additional information text box located in the next section)

Click “+ Add Project Location” and select the “Province or Territory” where the project is located. Also, select “City/Municipality” where the project is located. A minimum of one must be selected to submit.

You may add multiple project locations. Click “+ Add Project  Location” to add additional locations and click on disk to save the entry.

Remember to press “Save and Continue” when you are finished.

Additional information

You may specify the name of the location in this text box if it is not listed among the options in the drop-down menu. This section can also include more on routings for your project (e.g., Community A to Community B, and so on) and articulate the location of the transit hub.

Name, Name of the Document +Add KML Asset Map.*

A KML Asset map is required to submit an application. For more information on how to create a KML Asset map, please see Annex C of this document.

Select “Add” and name and attach at least one KML file that identifies the project’s asset(s) location(s). The file should show the project location and footprint of project assets. If you upload more than one KML file, please ensure the name of each file includes the project name and specific details about the file you are attaching (e.g., “KML-charging station-Province of XX”).

The KML file will be used for the Duty to Consult with Indigenous peoples and Impact Assessment Act (IAA) requirements.

If your project only involves the acquisition of rolling stock, your KML could represent the area that will be covered by the transit solution.

Is the project within the boundaries of a Modern Treaty or self-government agreement?*

Please select “Yes” or “No.”

Additional information on Indigenous rights is available on the Crown-Indigenous Relations and Northern Affairs Canada website.

  • If Yes, please indicate which Modern Treaty or self-government agreement?
    Please fill in the text box, as applicable.

Please indicate if there are specific obligations that relate to the project in the treaty or agreement.

Please fill in the text box, as applicable. When you are done completing this section, please select “Save and Continue”.

To prevent losing your work, please click “Save and Continue” in each section or click on “Save All”. Use “Validate” when you have completed all questions in this section to check that all mandatory sections are complete.

Recipient Capacity Assessment

The following questions are about your capacity to manage the requested funding. Note that more information may be requested at the agreement negotiation stage.

Organization Capacity

The following questions relate to the management and practices of the applicant’s organization.

Does the organization have a functioning governance board or structure?

A functioning board entails an existing board, or equivalent governance group, with a required number of people to operate, for which regular meetings are held, and accountable for the functioning and governance of the organization.

It’s understood that not all organizations function by way of a board. Applicants who have a formal, functioning management structure to run the organization (e.g., a council such as an Indigenous Band Council) should select “Yes”.

The applicant selects “Yes” or “No”.

Does the organization have current written policies and procedures on Human Resources and Occupational Safety in place for delivering projects and services?

This consideration refers to the organization’s ability:  to plan, manage and complete:

  • Human Resources activities such as hiring and training follow set procedures; and,
  • Having a process in place addressing occupational safety.  

The applicant selects ‘’Yes’’ or ‘’No’’.

Financial Management

The following questions relate to the ability of the applicant to plan, direct and control financial activities.

Does the organization have a financial management system in place (e.g., bookkeeping, tracking expenses, general ledgers, and monitoring)?

Applicants must confirm whether the organization has a financial management system in place. A well-functioning system is important for ensuring proper tracking and reporting of expenses and compliance with funding requirements.

A financial management system doesn’t necessarily strictly entail a computer-based program; any process, including paper-based such as the use of a general ledger, is appropriate as long as funds are being accurately tracked.

The applicant selects “Yes” or “No”.

Does the organization have policies and procedures in place regarding internal controls that are regularly reviewed and updated (e.g., segregation of duties, cheque signing controls, authority to make purchases or incur expenses)?

Applicants must confirm that the organization has policies and procedures regarding internal controls, and that these are regularly reviewed and updated.

Examples of internal controls include but are not limited to: shared responsibilities of a key process that disperses the critical functions of that process to more than one person, ensuring authorities for expenditure approvals and cheque signing are designated and known within the organization, and ensuring expenditures are reviewed and approved by at least 2 separate authorized staff within the organization.

The applicant selects “Yes” or “No”.

Does the organization owe any amounts to the Government of Canada?

The applicant must declare whether the organization owes any outstanding amounts to the Government of Canada. This includes any amounts owing to the federal Crown, under legislation or contribution agreements, that constitute an overdue debt.

The applicant selects “Yes” or “No”.

We encourage applicants with monies owing to settle that amount and keep proof of it in the event that this application is approved. The applicant acknowledges that any amount owing is a debt due to the federal Crown that may be set-off against any amounts payable by Canada under a funding agreement.

Does the organization have staff dedicated and trained to manage the requested funding?

Applicants must confirm whether the organization has trained employees dedicated to financial management functions to mitigate risks in managing funding received. Having dedicated financial positions in the organization held by trained staff is sufficient to respond “Yes” to this question. Training requirements or standards are determined by the applicant but must be aligned to industry best practices.

The applicant selects “Yes” or “No”.

Are controls in place to monitor for compliance of sub-agreements (financial and results)?

  • If No: How will the organization monitor for compliance of sub-agreements (financial and results)?

    This question is only applicable if the applicant will manage its own agreements with other organizations through a sub-agreement. All other applicants should select “Not Applicable”.

    In cases where there will be a flow of funds to sub-entities, monitoring sub-agreements is critical for ensuring that all partners adhere to funding requirements. Applicants must confirm whether the organization has controls in place to ensure compliance with the financial and result requirements of sub-agreements related to the requested funding. They must also have the ability to track and record the monies flowing to sub-agreements.

    Examples of controls include but are not limited to: managing progress reporting functions, financial reviews, closeout reports and audits.

The applicant selects “Yes”, “No”, or “Not Applicable”. If the applicant selects “No”, they must specify how the organization plans to monitor for compliance of sub-agreements.

Achieving Results

The following questions relate to the applicant’s ability to manage the funding in a way that achieves the expected results outlined in the funding application and in alignment with the funding program’s objectives.

Are processes in place to manage and monitor the progress of project(s) being delivered?

Applicants must confirm whether the organization has established processes to effectively manage and monitor the progress of projects being delivered.

  • If No: Describe how the organization intends to manage and monitor the progress of project(s)

    Examples of established processes for monitoring progress include but are not limited to: project management and oversight functions, reporting requirements, schedules and templates, tracking requirements or systems, data reporting requirements and regularly scheduled meetings to track progress.

The applicant selects “Yes” or “No”. If the applicant selects “No”, the applicant must describe how the organization intends to manage and monitor the progress of project(s).

Section 3 – Project Details

Project Rationale

Please choose the objectives of your project (select all that apply).*

  • Increase use of public transit relative to car travel
  • Contribute to climate change mitigation and and/or climate resilience
  • Improve public transit options for all, especially equity-deserving groups (e.g., low-income)

Please describe the project that you are undertaking. (For example, what capital assets do you propose to purchase, and how the project is expected to meet the objectives selected above?*

Provide a complete description of the work to be completed, including the nature of the project and a description of all major quantifiable components. Describe how the project will meet the objectives of the Rural Transit Solutions Fund and its main benefit(s), including information on the communities and any vulnerable populations that will benefit. Please note that this information may be used by HICC for public reporting.

Does your proposed project plan address specific challenges outlined in your Municipal Plan or alternate local community planning documentation?*

Please select “Yes”, “No” or “N/A.”

  • If Yes, please explain.*

    If “Yes” is selected, please explain any linkages the proposed project has to a transit plan (e.g., municipal/regional/feasibility studies or local municipal, and regional strategies, plans, Band Council Resolutions).

Does the project intend to link more than one Census Metropolitan Area (CMA) or Census Agglomeration (CA) with a population of 50,000?*

Please select “Yes” or “No”

Does the project intend to cross Province/Territory boundaries?*

Please select “Yes” or “No”. (Note: interregional travel is permitted if the distances meet the day-to-day travel requirement of the fund).

Does the project intend to cross international boundaries?*

Please select “Yes” or “No”.

Note: international routes (e.g., to the United States) are not be eligible under the Fund.

Is your project intended for daily use?*
(e.g., The proposed transit solutions intends to offer a same-day return service).

Please select “Yes”, “No”, or “N/A”.

Does your organization have a policy and/or practices to ensure that the vehicle(s) and other capital assets are for public transit usage*

Please select “Yes” or “No”.

Applicants should have a policy in place to confirm that any purchased vehicles or assets will be used for community benefit. If your organization does not have such a policy, please describe how you will make sure that the vehicles and assets are used for public transit.

Please describe the current level of access to public transportation options in the community.*

Please include information on any existing transit services in the community or communities where the project will operate, including those run by your organization or your delivery partners. Describe the degree to which any existing services are inclusive and broadly available to the community and/or how the existing service may not meet the needs of some community members.

Will the transit solution replace existing assets (e.g., on an existing route/service), or help expand the transit network (e.g., offering a new route/service)?*

Please indicate whether the proposed transit solution is intended to replace existing assets, such as upgrading vehicles or improving current routes, or if it will expand the transit network by introducing a new route or service that adds to the current options.

Will your project serve Indigenous populations?*

Please select “Yes” or “No”.

  • If yes, select all that apply*
    • First Nations
    • Inuit
    • Métis
    • Multiple Indigenous/Other
  • If Multiple Indigenous/Other is selected, then specify.*

How will this project be developed with Indigenous peoples? Please explain.*

If your proposed project will serve Indigenous peoples, please describe how (process and timelines) Indigenous peoples have been/will be involved in its development.

Describe the direct and ongoing benefits that this project will bring to Indigenous people.*

Please describe the direct and ongoing results/outcomes that are expected to benefit Indigenous people in the project’s development and implementation.

Please describe the population, including any vulnerable populations, which are expected to use the proposed service.*

Please provide examples of the vulnerable populations which are expected to benefit from the project. Please identify how your project will serve vulnerable populations. If possible, you should list the sources of information (e.g., letters of support from community service organizations, studies, reports, and public consultations, etc.) that support your analysis.

Note: Vulnerable populations include but are not limited to Indigenous peoples, racialized peoples, youth, persons with disabilities, seniors, linguistic minorities, newcomers to Canada (e.g., immigrants, refugees), women, persons experiencing poverty, persons experiencing homelessness, and 2SLGBTQI+.

Please explain any benefits that are expected for the local community from the rural transit solution. As applicable, include quality of life, safety and security, and/or access to employment opportunities.*

Describe the expected benefits to the targeted population(s) resulting from the implementation of the project. Include as many aspects of the benefits as possible in this description (e.g., access to health services, access to public goods/government services, aging-in-place, safety and security, access to education, living standards (poverty reduction), social connection, and access to culture/recreation activities). Please identify, if possible, how these benefits were identified (e.g., studies, reports, public consultations, etc.).

Please explain how the rural transit solution is expected to contribute to the economy of the community.*

Describe the potential economic benefits expected from the implementation of the proposed project. Examples may include: estimates of job creation, access to employment/training, and access to local business (local spending). Please note that descriptions and estimates provided should be specific to the project and community.

Please describe your organization (budget and the number of employees), your experience operating a transit service and how you expect to manage the project, including your management structure.*

Please describe your organization by providing your annual budget, number of employees, and experience with transit operations. Outline how you’ll manage the project, including your management team, key objectives and milestones, asset procurement policies and sources, and how you’ll monitor budget and cash flow.

Please explain how success of the project will be measured.*

Please provide information on the evaluation framework, including project outcomes and performance measurement strategy that demonstrates how data collected will be used to improve the transit solution over time.

Please explain how the operations of the transit service, including the maintenance of the assets, will be funded over the next three to five years, and confirm that these operating funds are secured. If these funds have not been secured, please explain your strategy to ensure the continued operation of your transit service*

Describe how you will fund the operations and maintenance of the transit service over the next 3-5 years, confirming if the operating funds are already secured. If not, outline your plan to ensure long-term financial sustainability, including covering ongoing costs like insurance, permits, fuel, training, and maintenance. Explain how you intend to meet these expenses, whether through planned revenue sources like fares, or other long-term funding sources.

Please explain how the proposed asset(s) will integrate new characteristics to encourage more people to use public transit, and thus reduce private vehicle trips.*

Describe how the new assets or services will encourage more people to choose public transit over private vehicles. Outline any strategies or promotional efforts planned to boost ridership, especially among vulnerable groups, and explain why you chose specific methods (e.g., radio, social media, transit apps). If possible, highlight design features that enhance user experience, such as comfort, safety, convenience, affordability, and enjoyment.

How do you plan to communicate the proposed transit solution or services to encourage more people to use public transit?*

Describe your communication plan to promote the new transit solution or services to the community. Explain how you will inform and engage potential users, such as through social media, local advertising, community events, or partnerships with local organizations. Highlight any specific strategies aimed at reaching diverse or underserved populations and encouraging regular transit use.

Please provide details on current or future community and stakeholder engagement activities that have been or will be conducted in relation to the project, including those that have included Indigenous peoples, if applicable.*

Please provide information on community and stakeholder engagement activities. This would include the type of activity (e.g., consultations, meetings, surveys) along with the date, location, audience). Explain how these activities contribute to the development of the proposed project.

Asset Type

It is important to identify the asset type and activities that apply to the project using the asset lists below. This is information is essential for HICC to determine both Environmental Impact Assessment requirements and Indigenous consultation requirements that would apply to the project. All projects must comply with the Impact Assessment Act and the Canadian Environmental Assessment Act (2012), Indigenous consultation and accommodation obligations, and modern treaty obligations. It is therefore critical that the correct asset type and activities are identified. Depending on the asset type and level identified, you may be asked to supply additional information.

Please note that depending on where the project is located, an environmental impact assessment may be required prior to undertaking certain activities. Any Indigenous consultation requirements identified for the project would also need to be completed prior to undertaking certain activities.

Before selecting the asset type for your project, please review the entirety of Level 1, 2 and 3 assets lists and ensure you are familiar with all the activities required for your project, to allow you to select the most appropriate asset types from the list, and that these align with the description of the project.

Each asset of the project will need to be created individually. Using the “Add” buttons under the appropriate level(s), select the applicable “Asset Type”; and “Work Description” receiving investments for your project, and specify the “Length (km)” and asset “Count” (number of assets), as applicable. The drop-down menus will display the following items.

Level 1 – Asset Type and Work Descriptions

No physical works

Rolling stock purchases (includes zero-emission buses, electric rolling stock: trolley buses, light rail cars, subway cars, street cars)

Physical works - Replacement of existing assets

Replacement of sidewalks, cross-walks, pavement markings, street marking, signage, curb dividers, bike racks, washrooms, lockers, lights, benches, greenery, speed bumps, and raised barriers

Physical works – Installation of new assets or enhancement of existing assets in developed areas

  • Sidewalks
  • Cross-walks
  • Pavement markings
  • Street Marking
  • Signage
  • Curb dividers
  • Lights
  • Speed bumps
  • Raised barriers installed to existing transportation routes (installed for protection of active commuters)
  • Ramps for accessibility, hand railings, wheelchair accessibility, installation to existing transit facilities

Transit

  • Installation of charging stations (on developed land, minimal ground disturbance, no vegetation clearing required)
  • Upgrading existing Transit Stations (installation of technology, station improvements/retrofits on developed land)
  • Retrofits of conventional fuel buses to ZEB (zero-emissions buses)
  • Upgrades to the interior of buses, installation of driver shields, installation of securing belts, driver barriers, ventilation, sanitation systems
  • Upgrades to electronic systems, fare collection system, mobile communications systems, installation of electronic equipment tvs, monitors
  • Upgrades to public sector commuter ferry infrastructure (e.g., installation of technology, ventilation, sanitation systems)
  • Installation of bus stops, bus shelters and bike racks that are not on federal lands (are less than 100 m2 in area, and not within 15 m of waterbody)

Level 2 – Asset Type and Work Description

Public Spaces

  • Curb Extensions – in a developed area
  • Cross-walks (Pedestrians crossing – installation of fully activated signaled safety crossing in a developed area)
  • Ramps for accessibility, hand railings, wheelchair accessibility – installation to active transportation multi-use pathways
  • Upgrades, retrofits, modification of existing public spaces that are located on municipal or provincial lands that are developed or previously disturbed (includes existing pedestrian tunnel retrofit)

Transit

  • Retrofits, rehabilitation, modification, upgrades of existing bus depot, transit facility, commuter hub on municipal lands or industrial park
  • Installation of charging stations on undeveloped land (less than 100 m2) – Project on Federal Lands may have EA requirement, may have DTC requirements
  • Expanding existing Transit Stations (1000 m2 or less on developed land)
  • Developing new transit Facility (1000 m2 or less on developed land

Level 3 – Asset Type and Work Description

Transit

  • Installation of charging stations (more than 100 m2 on undeveloped land) may require vegetation clearing (removal of trees, bush, including roots, works taking place within 15 m of a waterbody)
  • Developing new transit facility on underdeveloped land (1,000 m2 or less)

Project is not described by any of the above

If the project is not described by any of the options, you may check the box.

Rolling Stock and Other Capital Assets

Does your project include the purchase or replacement of rolling stock?*
Please select “Yes” or “No”.

If Yes, a series of drop down menus will appear according to the following fields:

  • Asset Type
    • Truck (4-9 seats)
    • Car (5-7 seats)
    • Van (5-11 seats)
    • Shuttle/Mini-Bus (10-30 seats)
    • Bus (31-50 seats)
    • Large Bus (51 seats or more)
  • Description
    • Electric
    • Gas/Diesel
    • Hybrid
    • Plug-in Hybrid
    • Propane
    • Other
  • Other
    If you identified “other” in the description list, you may provide details here.
  • Count
    The number of assets as per the identified asset type.
  • Name of Document
    In this section you can upload supporting documentation, e.g., vehicle descriptions.
    Press the disk icon to save. You may add more rolling stock assets as applicable by pressing “+Add Rolling Stock”.

Does your project include the acquisition of other Capital Assets?*

Please select “Yes” or “No”

  • If yes, please provide more information:

    Please describe the additional assets sought as part of this application.

Accessibility Standard

Please confirm that the project will meet or exceed the highest published accessibility standards (e.g., the Canadian Standards Association Technical Standard Accessible Design for the Built Environment (CAN/CSA B651-23, or newer) in a jurisdiction, in addition to applicable provincial or territorial building codes, requirements for Accessible Transportation Services and relevant municipal by-laws?*
Please select “Yes”, “Not Applicable”, “Unsure or Unknown”

Climate Considerations

Describe the current and future climate risks facing the project over its entire lifespan. For more information, please see the Climate Change Considerations section of the Application Guide for the Capital Stream of the Rural Transit Solutions Fund. You can also contact the HICC Climate Toolkit Helpdesk via:

Are you considering the option of using low carbon technologies (e.g., zero-emission vehicles) to deliver your public transit solution?*
Choose “Yes,” “No,” or “N/A.”

If “Yes,” share details about any low-carbon options you’re planning, like electric vehicles.

If “No,” briefly explain why, like cost limits or technology availability.

Does the project include fixed assets or other eligible expenses affected by climate impacts?*
Choose “Yes,” “No,” or “N/A.”

If “Yes,” you’ll be asked more about climate impacts. Buildings, vehicles, and equipment that last a long time may be affected by things like storms, floods, or extreme heat.

Is the project site currently, or may the project site be in the future, subject to flooding (coastal, riverine or overland), wildfire, extreme heat, permafrost thaw, or other climate hazards during the asset’s lifespan?*
Choose “Yes,” “No,” or “N/A.”

If “Yes,” think about any risks in your area now or in the future, like floods, wildfire, extreme heat, or other hazards that could affect your project site.

  • If Yes, please list all relevant climate hazards.*

    • List any specific climate risks in your area, like “flooding,” “heatwaves,” or “wildfire.” You can look up local climate data or talk to local experts if needed.

Identify what best available climate data was used to assess the project’s probability for applicable climate hazards.*

Choose either “Current or historic climate data” (like past climate info) or “Future climate data” (like forecasts of climate change effects). Mention any local or national data sources you used.

Describe how the project will mitigate the climate impacts and risks identified above. If no climate risk reduction measures would be implemented, please provide a justification.*

Describe any steps you’ll take to protect your project from climate risks, like raising buildings to avoid flood damage or using heat-resistant materials. If you don’t plan any steps, explain why (e.g., no risks identified, budget limits).

To prevent losing your work, please click “Save and Continue” in each section or click on “Save All”. Use “Validate” when you have completed all questions in this section to check that all mandatory sections are complete.

Expected Outcomes

Outline the type of service you plan to offer and estimate, to your best knowledge, key indicators that will help us understand the impact of your project.

Please identify the type of service that you intend to provide. (select all that apply)*

Select all relevant options for the types of transit services you plan to provide, such as fixed routes, route/point deviation service/on-demand (demand-response service), paratransit, multimodal transit, micromobility transit or other.

Specify if 'Other'

If you choose “Other”, provide a brief description of the service type (e.g., community carpool).

Seat Capacity*

Estimate your fleet’s seat capacity before and after the project. For example your current fleet consists of one car with four seats and you purchase a second car with four seats your seat capacity after your project will be eight seats.

Ridership per year*

Estimate to the best of your knowledge the expected number of rides per year. Use current figures if available, or project based on similar services and local demand. Each individual trip taken by a person counts as one ride. For example, if a family of three uses the transit service to travel to an appointment and then returns home, this would count as six rides in total.

Vehicle-km per year (optional)

Include the total annual distance your vehicles will travel, if available. This is optional but helps estimate service reach and operational requirements.

Additional comments

Use this space to add any context for your estimates, such as assumptions, rural or underserved area considerations, or expected seasonal changes in ridership.

Section 4 – Environmental Assessment

All projects under the Permanent Public Transit Program are required to comply with the Impact Assessment Act and, Indigenous consultation and accommodation obligations, and modern treaty obligations. See Annex A for additional information on Environmental Assessment (EA) & Indigenous Consultation (IC).

Applicants may be required to complete questions related to environmental assessment and Indigenous consultation, depending on the type of assets selected. See Annex B of this document for guidance on the Detailed EA Project Description, Environmental Assessment (EA) - Indigenous Consultation Checklist and Environmental Assessment (EA) Questionnaire.

Section 5 - Project Finances and Supplementary Information

This section describes the project finances, including details of the project budget, sources of funding (e.g., funding contributors), fiscal year breakdown (e.g., program contribution by fiscal year), and other information related to project costs.

It is recommended that you complete the Project Cash Flow Table before proceeding to other elements of this section. The Project Cash Flow Table will provide you with the amount required to calculate the Requested Federal Contribution.

Project Financials (Project Estimated Costs)

Total Estimated Project Cost*

This portion should outline the expected costs of the project based on researched and documented cost estimates. This should consider the total costs – not only the Federal Contribution requested through the Rural Transit Solutions Fund, but also the applicant’s share of the costs, along with the total from other contributors. Please consult the Application Guide for a list of eligible and ineligible expenses under the “Budgeting” section.

Requested Federal Contribution*

Please state the total funding request under the Rural Transit Solutions Fund. This amount must be based on Eligible Costs, not total costs.

Eligible costs: costs outlined in the project budget that are eligible for reimbursement under the Rural Transit Solutions Fund.

Ineligible costs: costs outlined in the project budget that are not eligible for reimbursement under the Rural Transit Solutions Fund.

IMPORTANT

Operational costs such as salaries, fuel, and insurance are ineligible expenses and are not to be included as an eligible costs. Including operational expenses and other ineligible costs as part of your total eligible costs may result in your application not being considered for funding.

See the Applicant Guide for the Capital Project Stream for a list of eligible and ineligible costs under the Rural Transit Solutions Fund.

Eligible organizations with a minimum of two years of transit experience, including local government partnering with a transit organization, and/or that have completed a public transit feasibility study, can receive up to $10 million from the Rural Transit Solutions Fund. Eligible organizations with no prior transit experience and have not completed a public transit  feasibility study may receive up to $250,000.

The Total Estimated Eligible Expenditures + Contingency is the amount used to calculate the Rural Transit Solutions Fund Contribution.

Below is a list of maximum Rural Transit Solutions Fund funding limits based upon eligible organization type:

Eligible Organization Maximum Rural Transit Solutions Fund contribution (% of eligible expenses)
  • Recipient is located in the Territories
  • Recipient is an Indigenous community/organization
  • Territorial Governments
 Up to 100%
Recipient is located in a province Up to 80%
Provincial government or provincial crown corporation Up to 60%

Applicant's Share of Total Cost*

Please indicate your financial contribution as a share of the total estimated cost. This refers to the amount of total costs that your organization will contribute and that is not part of the federal funding being requested.

Other contributors

In this section, indicate if the proposed project is receiving funding from other sources. This includes funding from the applicant organization. Explanations for the fields in this section are provided below. Add as many rows as there are contributors to the project by clicking “+”.

Name of Contributor/Other Contributor.

Enter the legal name of the organization or entity.

Contribution Amount

Please round up the dollar value of the contribution amount to be provided by the organization/entity.

Funding Secured?

Please select “Yes” or “No”.

Is there a letter of support?

Please select “Yes” or “No”.

Upload document

Please attach the letter of support here.

Once you have filled out the fields, press on the disk icon to save. Then you may add other contributors to the project by clicking “+Add another Contributors”

Total from Other Contributors

This field will be populated based on the information provided under “Other Contributors”.

Project Cash Flow Table

In this section you can add multiple project components (e.g., fixed assets, rolling stock) in the fields, and their estimated cost by Pressing “+Add a Project Component”. The field will appear as per the below.

Please make sure you keep the following considerations in mind when you fill out the Cash Flow Table:

  • The project components should be consistent with your asset request. You will also be asked to provide a breakdown of the estimated eligible expenditure per fiscal year.
  • If the Project Component is not eligible (e.g., operational expenses such as drivers salary or fuel etc.), please leave the Estimated Eligible Expenditure at zero. Consequently, the Breakdown by fiscal year will be set to zero. The inclusion of non-eligible costs in the calculation of the federal contribution could result in the application not being considered for funding.
  • The contingency amount should be in the stage of your project as outlined below.
  • The Total Estimated Expenditures + Contingency amount equals the Total Estimated Project Cost.
Project Cashflow Table
Project Components Estimated Expenditure Estimated Eligible Expenditure Estimated Eligible Expenditure Annual Breakdown by fiscal year Total Eligible Expenditure
2026-2027 2027-2028 2028-2029 2029-2030
Individual Cost Items - - - - - - -
Subtotals - - - - - - -
Contingency - - - - - - -
Total Estimated Expenditures + Contingency - - - - - - -
Total Estimated Eligible Expenditures + Contingency - - - - - - -

The Total Estimated Eligible Expenditures + Contingency is the amount used to calculate the Rural Transit Solutions Fund Contribution.

Fiscal year breakdown

This section of the application form details the amount of funding from Housing, Infrastructure and Communities Canada that the applicant will claim for a given fiscal year (April 1st to March 31st). Provide a breakdown of the program contribution costs for each fiscal year of the project. Round up to the nearest dollar.

Note: the fiscal year breakdown must be based on when expenditures will be incurred and not when they will be submitted to Housing, Infrastructure and Communities Canada for reimbursement. For example, if expenditures will be incurred in December 2025, but will not be claimed for reimbursement until April 2026, then these expenditures would be listed in the 2025-26 fiscal year.

The following table is also included to help applicants determine the most applicable contingency amount to add to their Cash Flow table.

Class Contingencies
Class A: Estimates made after bids for a project have been received, evaluated, verified and once a contract is ready to be signed. Budgets for projects at this stage usually include a contingency of 5% to 10%.
Class B: Estimates made at the “Detailed Design” stage when the project is ready for tendering. Budgets for projects at this stage usually include a contingency of 11% to 15%.
Class C: Estimates at the “Preliminary Design” stage and may be referred to as pre-tendering estimated. Budgets for projects at this stage usually include a contingency of 16% to 20%.
Class D: Estimates at the “Conceptual Design” stage. Budgets for projects at this stage usually include a contingency of 21% to 30%.

Non-competitive procurement

This section asks if any non-competitive contracts will be used for the proposed project. Non-competitive procurement is defined as a contract that is entered into without soliciting bids and that a particular supplier is the only one acceptable.

Will any non-competitive contracts over the following thresholds be used toward eligible costs for the project?*

  • A non-competitive contract over $40,000 for construction or goods
  • A non-competitive contract over $100,000 for services

In this section, indicate whether any non-competitive contracts over the indicated thresholds will be used.

Contract #1   
Name of Entity, Amount, Nature of the Work, and Rationale for the non-competitive contract 

If applicable, enter information about the contract, including the name of the entity receiving the contract, the amount of the contract, and the nature of the work to be performed. Also include a rationale for why the contract cannot be awarded through a competitive process. Click on the [+] to add an additional row for each contract.

Estimated Project Schedule

Project start date.*

Please select from the calendar.

Estimated Project end date.*

Please select from the calendar.

Note: Projects are expected to be completed by 2029-2030.

Applicant agrees to be responsible for the ongoing maintenance cost for the years following the end of the contribution.*

Please select the box.

If this application is approved, the applicant will award and manage all contracts paid with RTSF funds in a way that is transparent, competitive, consistent with value-for-money principles, or in a manner otherwise acceptable to Canada.*

Please select the box. Contracts that do not respect this condition could be deemed ineligible under the Fund.

Does your organization have the capacity to maintain the operation of the asset(s) for a period of 5 years?*

Please select the box.

Is your organization currently or will your organization be the owner of the asset or asset(s).*

Please Select “Yes” or “No” or “N/A”

  • If No, please specify.*

    Please identify the legal owner of the asset(s); as well as who will retain ownership of the asset(s) following the completion of the project.

To prevent losing your work, please click “Save and Continue” in each section or click on “Save All”. Use “Validate” when you have completed all questions in this section to check that all mandatory sections are complete.

Section 6 - Project Risk

When answering questions in this section, identify all relevant risks that may impact the project, and provide a risk response and/or mitigation measures. Note that more information may be requested at the agreement negotiation stage.

Please identify all relevant risks that may impact the successful completion or forecasted end date of the project (e.g., interdependencies, labour and supply chain issues, public sensitivity) and provide mitigation measure(s) or a risk response.*

Consider:

  • Risks associated with potential delays in obtaining permits and approvals, with land acquisition or other project components (the extent that approvals have already been sought, permits secured, and land “shovel-ready” increases the success that a project will be started in good time and be completed on a timely basis);
  • Risks to timelines created by interdependencies with other projects or initiatives;
  • Risks of delays associated with skilled labour shortages or supply chain issues; and
  • Risks associated with public perception of the project. Have community groups and stakeholders been consulted? Have concerns raised been addressed?

Please identify all relevant risks that may increase the costs (cost overrun) of the project and explain how these risks may be mitigated.*

HICC does not provide additional funding for cost overruns. As such, it is important to be as accurate as possible when developing project cost estimates. Contributory risk factors that should be considered include, but are not limited to, the following:

  • Fluctuations in the availability and or costs of labour, equipment and materials;
  • Project delays due to weather conditions, permitting issues or other factors; and,
  • Unexpected project scope changes.

Is the project using specialized technology or equipment that is new/unfamiliar to the applicant or industry? If so, please describe the organization’s experience using the specialized technology or equipment (if any), and identify relevant risks and corresponding mitigation measures.*

If the project will be using specialized technology or equipment:

  • Consider the overall familiarity of the industry with this technology or equipment. Is it widely implemented, or is it still emerging?
  • What experience (if any) does the organization have with the specialized technology or equipment? If the organization lacks direct experience, what steps will be taken to build expertise?
  • Does the applicant have a strategy for using the technology, and a contingency plan in case of failure?

Section 7 - Required Documents

This is the section where you must attach the required documents in accordance with the applications requirements. Please note in accordance with the Application Guide, certain documents may be needed depending on your organization type or if you have partners.

Eligible Recipient Document type
Public sector bodies that are established by or under provincial or territorial statute, or by regulation, or are wholly-owned by a province, territory, municipal or regional government
  • Letter of Support (Financial Support): From project partners confirming their financial contribution. 
  • Audited Financial Statement: Provide the most recent audited financial statement.
  • Feasibility Transit Study, if applicable. 
Indigenous governing bodies
  • Letter of Support (Financial Support): From project partners confirming their financial contribution. 
  • Band Council Resolution: If applicable, confirming the applicant's responsibility for transit services in their community. 
  • Audited Financial Statement: Provide the most recent audited financial statement.
  • Feasibility Transit Study, if applicable. 
Federally or provincially incorporated not-for-profit organizations whose mandate is to improve Indigenous outcomes, organizations serving Indigenous communities living in urban centers and First Nations living off-reserve
  • Letter of Support (Financial Support): From project partners confirming their financial contribution.  
  • Letter of support for Indigenous governing bodies: If applicable, confirming support for the transit solution and acknowledging the applicant's role for transit services in the community. 
  • Proof of Incorporation: Provide proof, such as articles of incorporation. 
  • Audited Financial Statement: Provide the most recent audited financial statement.
  • Feasibility Transit Study, if applicable.  
Indigenous development corporations
  • Letter of Support (Financial Support): From project partners confirming their financial contribution.  
  • Letter of support from Indigenous Governing Bodies or Band Council Resolution: If applicable, confirming support for the transit solution and acknowledging the applicant's role for transit services in the community. 
  • Audited Financial Statement: Provide the most recent audited financial statement.  
  • Feasibility Transit Study, if applicable. 
Federally or Provincially incorporated Not-for-profit organizations
  • Letter of Support (Mandate of the Organization): From an order of government (e.g., municipality, regional government or province) or from an Indigenous Governing Body, confirming the applicant's mandate to deliver transit services or recognition in the community/region. 
  • Letter of Support (Financial Support): From project partners confirming their financial contribution. 
  • Proof of Incorporation: Provide proof, such as articles of incorporation. 
  • Audited Financial Statement: Provide the most recent audited financial statement.
  • Feasibility Transit Study, if applicable.  

To upload a document, please select “Choose File” Once it is uploaded it will appear under the “Name of Document” field. You may add multiple files in this section. Please note that HICC may seek additional information and documentation.

To prevent losing your work, please click “Save and Continue” in each section or click on “Save All”. Use “Validate” when you have completed all questions in this section to check that all mandatory sections are complete.

Section 8 - Attestation

Validation Status

This section will validate that you have completed all the required sections of your application. If the section shows as green, it is considered complete for the purposes of submission. If it is red, you must ensure that the required section is filled out.

Privacy and Eligibility

A Privacy Notice statement will appear, which you must read. Once you have completed reading it, you must attest that you have read the Privacy Notice Statement by selecting “Yes” or “No”. If you select No, you will be unable to move to the next section of the application and to submit your application.

Annex A: Project Activities List and Guidance for Engagement with Indigenous Peoples

Many asset classes eligible through Rural Transit Solutions Fund have potential for impacts to the environment and could potentially adversely impact Aboriginal and/or treaty rights. While most impacts can be avoided or mitigated with good environmental construction practices, Indigenous peoples and their rights could still be adversely impacted by the project or related activities. Therefore, HICC encourages applicants to start a dialogue with Indigenous peoples potentially impacted by the project as early as possible (ideally during planning). Early engagement provides applicants with an idea of the scope and potential costs of Indigenous consultation activities, which are retroactively eligible expenditures.

  1. Identify if the project could impact Aboriginal and/or treaty rights

    In general, projects not likely to have impacts include:  

    • Projects without physical works, such as desktop studies, purchase of technology, or the purchase of rolling stock/fleet vehicles
    • Take place entirely within existing buildings or structures
    • Take place along existing active transportation routes that have minimal environmental impact

    In general, projects that could have impacts include:  

    • Physical works on previously undeveloped or undisturbed lands
    • Physical works taking place in or near a waterbody
    • Excavation or vegetation clearing
    • Construction/installation of new assets, or the expansion of existing assets, such as buildings or fixed structures, transit infrastructure (e.g., roadways, railways, tunnels, bridges), or active transportation infrastructure (e.g., bike lanes, paths/trails, footbridges, pedestrian tunnels) 
  2. Identify which Indigenous communities to engage

    3. Aboriginal and Treaty Rights Information System can provide the location of Indigenous communities in relation to the project area and information on their rights. Enter the project location and select a search buffer to identify communities in proximity to the project area, and those that may be impacted by downstream project effects. See the ATRIS user guide.

  3. Start a dialogue with each potentially impacted Indigenous community

    HICC recommends sending a letter/email to each potentially impacted community, including: a brief introduction to the Rural Transit Solutions Fund and the project’s purpose; detailed project information including maps and project activities; and a request that communities share any concerns related to potential impacts to their rights within a reasonable timeframe (HICC suggests providing at least 30 days). If a community responds with concerns about the project or an interest in learning more, HICC recommends arranging a phone call or meeting with them. If a response is not received within the timeframe suggested in the letter, the applicant should follow up with additional emails or phones calls.

  4. Track communications and concerns

    Document all engagement and consultation activities. Record concerns raised by Indigenous communities, discussion outcomes, planned future activities, and related expenses incurred or anticipated. Supporting documents can be submitted with the application. If you would like a template letter to send to Indigenous communities, or a template engagement/consultation log, please email your request to: EAIC-EECA@infc.gc.ca.

Annex B: Duty to Consult with Indigenous Peoples and Impact Assessment Act Requirements

HICC funding of projects is contingent upon Canada ensuring the respect of federal environmental statutory requirements. Projects submitted to HICC may be subject to the Impact Assessment Act, Northern Regulatory Regimes, and/or other federal environmental statutory requirements such as the Fisheries Act, the Canadian Navigable Waters Act, and the Species at Risk Act that are administered by other federal government departments. For more information, please see the “Additional Application Considerations” section of the Application Guide for the Capital Stream of the Rural Transit Solutions Fund.

The funding of projects by HICC is also contingent upon Canada fulfilling the constitutional duty to consult and, where appropriate, accommodate Indigenous peoples when activities could adversely impact Aboriginal and treaty rights. Applicants are responsible for providing detailed project information to assist HICC determine whether the funding of projects may trigger the Department’s constitutional duty to consult and, where appropriate, accommodate Indigenous peoples. HICC encourages funding applicants to engage with Indigenous peoples early in project planning and design.

In the application, you must provide detailed project information to assist HICC in determining whether a project would be subject to Environmental Impact Assessment or Indigenous Consultation requirements. Depending on the project, applicants may be required as part of the application to complete a “Detailed Environmental Assessment Project description”, an “Environmental Assessment - Indigenous Consultation Checklist”, and an Environmental Assessment Questionnaire. The online application form for the Rural Transit Solutions Fund will guide you through these steps accordingly. The information that follows provides further information on the sections of the form that you may be required to fill out, as applicable.

Detailed Environmental Assessment (EA) Project Description

Please describe the project you are undertaking.*

Please describe the project purpose, components, associated works, undertakings/activities and schedule. When describing the project components and activities (e.g., clearing, demolition of existing works, excavation or drilling, dredging, decommissioning etc.), please provide a description of the environment where this work is taking place. For example, are the works and related undertakings taking place on developed land (e.g., deforested, built-up, or agricultural land), or land that is forested, vegetated or previously undeveloped? It is important to describe any work taking place near water and to indicate who owns and controls the land that will be affected by the project. Clearly indicate the size of the project (e.g., new construction, expansions) and project activities (e.g., area to be cleared) in m2.

Please provide detailed information in the text box provided.

This question is asking for a detailed project description. When describing the project purpose include details related to any increases in infrastructure capacity, if the project includes replacement or repairs to existing infrastructure, or if new infrastructure will be developed or increase an existing building footprint. This section can also describe how the project may benefit Indigenous peoples or the environment.

Please include a detailed breakdown per component, including the size of project components (in square meters). When describing project activities be as descriptive as possible (e.g., clearing vegetation, scrubbing, grading, demolition of existing works, excavation or drilling, dredging, new construction, retrofitting, repairing or rehabilitating, expansions of buildings or infrastructure footprint, or decommissioning existing structures etc.).

Please provide a description of the environment where this work is taking place. For example, are the works and related undertakings taking place on developed land (e.g., deforested, built-up, or agricultural land), or land that is forested, vegetated, or previously undeveloped? It is important to describe any work taking place in water, over water, near water, or under a water body and the distance of works from any waterbodies. Also, describe the lands where the project is located and indicate who owns and controls the land that will be affected by the project.

Clearly indicate the size of the project (e.g., new construction, expansions include side of building footprint), various project components (e.g., new trails include length in m or km) and project activities (e.g., size of area to be cleared) in m2.

Environmental Assessment (EA) and Indigenous Consultation Checklist

Is the project located on federal lands (includes Indian Reserve lands)?*
Please select “Yes”, “No”, or “Unknown”.

This question is asking if the project or any of its components or project activities are located on federal lands.

A Federal land (defined in the Impact Assessment Act), includes:

  1. lands that belong to Canada, that Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories, or Nunavut;
  2. the following lands and areas: (i) the internal waters of Canada, in any area of the sea not within a province, (ii) the territorial sea of Canada, in any area of the sea not within a province, (iii) the exclusive economic zone of Canada, and (iv) the continental shelf of Canada; and
  3. reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands.

Examples of federal lands are: Department of National Defense lands, Transport Canada lands, Port Authority lands, Parks Canada lands, Indian Reserve lands, and National Wildlife Areas.

Is the project located in a Migratory Bird Sanctuary, National Wildlife Area or Marine Protected Area?*
Please select “Yes”, “No”, or “Unknown”.

This question is asking if the project or any of its components or project activities are located in a Migratory Bird Sanctuary, National Wildlife Area, or Marine Protected Area.

All National Wildlife Areas are federal lands. A Migratory Bird Sanctuary, or Marine Protected Area could be federal land, but this depends on the who owns the lands and may need to be investigated further by federal authorities.

Migratory Bird Sanctuary – An area which provides safe refuge for migratory birds in the terrestrial and marine environment, managed by The Canadian Wildlife Service of Environment and Climate Change Canada. They are listed under the Schedule in the Migratory Bird Sanctuary Regulations, which prescribe rules and prohibitions regarding the taking, injuring, destruction or molestation of migratory birds or their nests or eggs in the sanctuaries. Hunting of listed species under the Act is not permitted in any Migratory Bird Sanctuary.

National Wildlife Area – An area which is created and managed for the purposes of wildlife conservation, research, and interpretation. Environment and Climate Change Canada uses an ecosystem approach to manage and plan for National Wildlife Areas. National Wildlife Areas can only be designated on lands owned by the federal government (e.g., federal land).

Marine Protected Area – A part of the ocean that is legally protected and managed to achieve the long-term conservation of nature. Further information about Marine Protected Areas.

Does the project include works in-water (includes streams, rivers, lakes, ponds, wetlands)?*
Please select “Yes”, “No”, or “Unknown”.

This question asks if the project or any associated works will take place within a waterbody. This includes but is not limited to: shoreline work below the high-water mark, installation of underwater cable or piping, blasting shoreline/embankment areas, installation of bridge or dock piers in-water, and the placement of fill in a waterbody.

A water body can include a lake, a canal, a reservoir, an ocean, a river and its tributaries and a wetland, up to the annual high-water mark, but does not include a sewage or waste treatment lagoon, a mine tailings pond, an artificial irrigation pond, a dugout, or a ditch that does not contain fish habitat as defined in subsection 2(1) of the Fisheries Act.

Is the project and works within 15 m of a water body?*
Please select “Yes”, “No”, or “Unknown”.

The question asks if the project, or any associated project works, will take place within 15 metres of a water body.

A water body can include a lake, a canal, a reservoir, an ocean, a river and its tributaries and a wetland, up to the annual high-water mark, but does not include a sewage or waste treatment lagoon, a mine tailings pond, an artificial irrigation pond, a dugout or a ditch that does not contain fish habitat as defined in subsection 2(1) of the Fisheries Act.

Is the project and works taking place on undeveloped or undisturbed lands?*
Please select “Yes”, “No”, or “Unknown”.

The question asks if the project, or any associated project works, will take place on undeveloped or undisturbed lands.

An Undeveloped land is land not cleared of vegetation, in a natural state, and not currently used for human purposes. Undeveloped lands include undeveloped shorelines, riverbanks or gullies, grasslands, forested areas, and scrub/brush areas.

A Developed land is land that was previously cleared of vegetation and used for human purposes. Developed lands include highly developed urban areas, rural areas that were previously cleared and used for agricultural purposes, brownfields, railways, or road right of way (ROW).

An Undisturbed land is land in its natural state and not currently used for human purposes.

Disturbed land is land that has been altered by humans and includes physical disturbance of the surface layer.

Does the project require vegetation clearing? (removal of vegetation that has not previously been cleared)*
Please select “Yes”, “No”, or “Unknown”.

The question asks if the project, or any associated project works, requires vegetation clearing.

Vegetation clearing is the intensive removal of undisturbed vegetation including trees, stumps, logs, bush, shrubs, and grasses, including tree root systems, and requires the use of heavy equipment or industrial machinery for clearing and grubbing an area. This does not include removing vegetation in previously developed areas, manicured lawn or turf areas, or grassed ditches.

Developed land is land that was previously cleared of vegetation and used for human purposes. Developed lands include highly developed urban areas, rural areas that were previously cleared and used for agricultural purposes, brownfields, railways, or road right of way.

Vegetation removal includes the removal of lawn or turfed areas or grass from ditches, and is not considered vegetation clearing. Vegetation removal is less intensive than vegetation clearing as it is not occurring in an undisturbed or an undeveloped area.

Does the project involve the placement of temporary or permanent fill in a water body?*
Please select “Yes”, “No”, or “Unknown”.

The question asks if the project, or any associated project works, involves the placement of temporary or permanent fill in a water body.

Fill may include soil, clay, stone, or rock as well as other substances being used for the purpose of structure development or isolation of the worksite.

A water body can include a lake, a canal, a reservoir, an ocean, a river and its tributaries and a wetland, up to the annual high-water mark, but does not include a sewage or waste treatment lagoon, a mine tailings pond, an artificial irrigation pond, a dugout or a ditch that does not contain fish habitat as defined in subsection 2(1) of the Fisheries Act.

Does the project require excavation?*
Please select “Yes”, “No”, or “Unknown”.

The question asks if the project requires any work that involves excavation or digging.

Typically, excavation requires the use of heavy machinery to move earth and prepare a construction site.

If the project requires the use of heavy machinery to excavate select “Yes”. If the project does not require the use of heavy machinery to excavate select “No”. When it is unclear if excavation is required, please select “Unknown”.

Does the project involve the disturbance of known or suspected subsurface contamination?*
Please select “Yes”, “No”, or “Unknown”.

This question is asking if the project requires disturbance of known or suspected subsurface contamination or removal of any contaminated soils or contaminated areas (e.g., removal of old inground storage tanks or removal of old railroad ties).

Subsurface Contamination is any addition of undesirable substances to soils and/or groundwater caused by human activities is considered to be contamination (e.g., Landfill leachate, leaking gasoline storage tanks, leaking septic tanks, and accidental spills).

Will the project involve the removal of, or cause damage to, any structure or resource that is of known historical, archaeological, paleontological or architectural significance?*
Please select “Yes”, “No”, or “Unknown”.

This question is asking if the project will either damage a structure of known historical, archaeological, paleontological, or architectural significance or if the project requires the removal of one of the above (e.g., removal of a historical building, damage an area of known archaeological significance).

Will the project cause a change to migratory birds or nests, as defined in subsection 2(1) of the Migratory Birds Convention Act, 1994?*
Please select “Yes”, “No”, or “Unknown”.

This question is asking whether there is any potential to impact migratory birds and/or their nests. Key questions to consider include whether construction activities will be taking place during migratory birds nesting season and whether nesting birds could be impacted and whether project activities, such as tree cutting, or vegetation removal could cause damage to migratory birds and/or their nests?

The Migratory Bird Convention Act provides a description of a Migratory bird and includes the sperm, eggs, embryos, tissue cultures, and parts of the bird.

A Nest means the nest of a migratory bird and includes parts of the nest.

Will the project cause a change to wildlife species, or residences or critical habitats of wildlife species as defined in subsection 2(1) of the Species at Risk Act that are listed in Schedule 1 of that Act?*
Please select “Yes”, “No”, or “Unknown”.

The question is asking if the project will result in a change or cause an impact to wildlife species, or the residences or critical habitats of wildlife species listed in the Species at Risk Act. Changes could include alteration, disturbance, or destruction of wildlife species or habitat that could result in impacts to individuals of a species or that could have impacts at the population level.

A list of species can be found here using the Species at Risk Public Registry.

Wildlife Species as defined in the Species at Risk Act refers to a species, subspecies, variety or geographically or genetically distinct population of animal, plant, or other organism, other than a bacterium or virus, that is wild by nature and (a) is native to Canada; or (b) has extended its range into Canada without human intervention and has been present in Canada for at least 50 years.

Residence means a dwelling-place, such as a den, nest, or other similar area or place, that is occupied or habitually occupied by one or more individuals during all or part of their life cycles, including breeding, rearing, staging, wintering, feeding, or hibernating.

Critical Habitat means the habitat that is necessary for the survival or recovery of a listed wildlife species and that is identified as the species’ critical habitat in the recovery strategy or in an action plan for the species.

Is your project within 10 km of an Indian Residential School Site?*
Please select “Yes”, “No”, or “Unknown”.

If the project is located within 10 km of an Indian Residential School site, please select “Yes”. If the project is taking place on an Indian Residential School site or within a residential school building, please select “Yes”.

Given the recent discoveries of unmarked graves across Canada, HICC is looking to identify, at an early stage, any projects that may fit into this category to ensure these projects are identified.

A list of Indian Residential School sites in Canada is available at Recognized Indian Residential Schools.

Press “Save” and “Continue” once you have completed this section.

Environmental Assessment (EA) Questionnaire

Is the project located on federal lands?*
Please select “Yes” or “No”

This question is asking if the project or any of its components or project activities are located on federal lands and Indian Reserve lands.

A Federal land (defined in the Impact Assessment Act),

  1. lands that belong to Canada, that Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut;
  2. the following lands and areas: (i) the internal waters of Canada, in any area of the sea not within a province, (ii) the territorial sea of Canada, in any area of the sea not within a province, (iii) the exclusive economic zone of Canada, and (iv) the continental shelf of Canada; and
  3. reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands.

Examples of federal lands are: Department of National Defense lands, Transport Canada lands, Port Authority lands, Parks Canada lands, and Indian Reserve lands. All National Wildlife Areas are federal lands. A Migratory Bird Sanctuary, or Marine Protected Area could be federal land, but this depends on the who owns the lands and may need to be investigated further by federal authorities.

  • If “Yes” is selected, is the project taking place on Indian Reserve Lands?*

    Please select “Yes” or “No”.

  • If “Yes” is selected, provide name of reserve and land code (if applicable).*

    When a project is taking place on Indian Reserve lands the next sub question asks for the name of the reserve and if there is a land code associated with the reserve.

Does the project involve construction of a new physical asset or the expansion of an existing physical asset (vehicle storage, expansion/new utilities infrastructure)?*
Please select “Yes”, “No”.

The question asks if the project will result in a new physical asset (I.e., new physical infrastructure of any kind) or if there will be an expansion of an existing physical asset.

The Keyhole Markup Language (.kml) files that you upload on the Project Details page should show the new build location(s) or area of expansion.

Construction of a new physical asset is the development of new infrastructure, which can include the construction of a new building or a new park or new roadway.

Expansion of existing infrastructure includes widening an existing roadway, construction of an addition to an existing building that increases the building footprint, or construction of a new level on an existing building. If the building is being expanded only vertically (adding another level to an existing building) please indicate the expansion is vertical. Any expansion that results in an increase in the footprint of an existing building is considered an expansion.

  • If “Yes” is selected, indicate the size of project area in m2.*

Does the project involve vegetation clearing?*
Please select “Yes”, “No”.

Vegetation clearing is the intensive removal of undisturbed vegetation including trees, stumps, logs, bush, shrubs, and grasses, including tree root systems, and requires the use of heavy equipment or industrial machinery for clearing and grubbing an area. This does not include removing vegetation in previously developed areas, manicured lawn or turf areas, or grassed ditches.

Developed land is land that was previously cleared of vegetation and used for human purposes. Developed lands include highly developed urban areas, rural areas that were previously cleared and used for agricultural purposes, brownfields, railways, or road right of way.

Vegetation removal includes the removal of lawn or turfed areas or grass from ditches and is not considered vegetation clearing. Vegetation removal is less intensive than vegetation clearing as it is not occurring in an undisturbed or an undeveloped area.

  • If “Yes” is selected, indicate the size of area to be cleared of vegetation in m2.*

Is the project on developed or disturbed land?*
Please select “Yes” or “No”.

The question asks if the project, or any associated project works, will take place on undeveloped or undisturbed lands.

A Developed land is land that was previously cleared of vegetation and used for human purposes. Developed lands include highly developed urban areas, rural areas that were previously cleared and used for agricultural purposes, brownfields, railways, or road right of way.

An Undeveloped land is land not cleared of vegetation, in a natural state, not currently used for human purposes. Undeveloped lands include undeveloped shorelines, riverbanks or gullies, grasslands, forested areas, and scrub/brush areas.

A Disturbed land is land that has been altered by humans and includes physical disturbance of the surface layer.

An Undisturbed land is land in its natural state and not currently used for human purposes.

Does the project involve excavation?*
Please select “Yes”, “No”.

The question asks if the project, or any associated project works, will require excavation or digging.

Typically, excavation requires the use of heavy machinery to move earth and prepare a construction site.

If the project requires the use of heavy machinery to excavate select “Yes”. If the project does not require the use of heavy machinery to excavate select “No”.

  • If “Yes” is selected, indicate the size of area to be excavated in m2.*

Does the project involve works in water (includes streams, rivers, lakes, pond, wetlands)?*

Describe the nature of the works in water.

Works in water include: shoreline work below the high-water mark, installation of underwater cable or piping, blasting shoreline/embankment areas, installation of bridge or dock piers in-water, and the placement of fill in a waterbody.

Water includes the following types of water bodies: a lake, a canal, a reservoir, an ocean, a river and its tributaries and a wetland, up to the annual high-water mark, but does not include a sewage or waste treatment lagoon, a mine tailings pond, an artificial irrigation pond, a dugout or a ditch that does not contain fish habitat as defined in subsection 2(1) of the Fisheries Act.

When there are works in water the sub-question asks for a description of the work or activities that will take place in water.

  • If “Yes” is selected please explain.

Does the project involve works within 15 m of a water body?*
Please select “Yes” or “No”.

The question asks if the project, or any associated project works such as vegetation clearing for site preparation, a new outbuilding, installation of fencing, or creating a new walking trail will take place within 15m of a water body.

A water body can include a lake, a canal, a reservoir, an ocean, a river and its tributaries and a wetland, up to the annual high-water mark, but does not include a sewage or waste treatment lagoon, a mine tailings pond, an artificial irrigation pond, a dugout or a ditch that does not contain fish habitat as defined in subsection 2(1) of the Fisheries Act.

Does the project involve the operation of a motor vehicle on water (water taxi, vessel, ferry, etc.)?*
Please select “Yes” or “No”.

The question asks if the project will involve the use or operation of a motorized vehicle (e.g., boat or vessel) on water.

  • If “Yes” is selected, attach route that the vehicle will travel (.kml) AND provide details on the vehicle use, schedule, route, and area of travel.

    • The sub-question asks for details to be included on the route and use of the vehicle.
    Attach the KML file by selecting “Upload Document”. Please name (e.g., “KML file for Motor Vehicle on Water for Transit Systemin Village-Creek, Province of XX”) and attach your file.

Has the project been assessed by the Impact Assessment Agency of Canada to determine if there is a federal EA requirement?*
Please select “Yes”, or “No”.

  • If “Yes” is selected, provide the response from the Impact Assessment Agency of Canada explaining their review.*

    The question asks if the project was submitted to the Impact Assessment Agency of Canada to review for any requirements related to the Impact Assessment Act.

Does the project have any requirements related to the Impact Assessment Act?*
Please select “Yes”, “No” or “Maybe”.

The Impact Assessment Agency of Canada is responsible for conducting impact assessments under the Impact Assessment Act. This Act outlines a process for assessing the impacts of major projects and projects carried out on federal lands or outside of Canada.

Projects that are listed on the Physical Activities Regulations of the Impact Assessment Act are very likely to have a requirement under the Impact Assessment Act.

Projects that are taking place on federal lands (lands belonging to Canada such as Department of Defense land, Transport Canada land, and Indian Reserve land) could have a requirement under Section 82 of the Impact Assessment Act.

Is the project described on the Physical Activities Regulations of the Impact Assessment Act?*
Please select “Yes”, “No”, or “Maybe”.

The question asks if the project is listed on the Physical Activities Regulations of the Impact Assessment Act. Projects that are listed on the Physical Activities Regulations of the Impact Assessment Act are very likely to have a requirement under the Impact Assessment Act.

  • If “Yes” is selected, the sub-question asks if have you provided the Impact Assessment Agency of Canada with a project description as per Section 10(1) of the Impact Assessment Act?
    Please select “Yes” or “No”.

    The sub-question asks if a project description was provided to the Impact Assessment Agency of Canada for their review.

Does the project have any requirements related to a Modern Treaty, Self-Government Agreement, or Northern EA Regime?*
Please select “Yes” or “No”

Modern treaties negotiated with Indigenous peoples (after 1975) may include consultation and participation requirements, ownership of lands, wildlife harvesting rights, financial settlements, participation in land use and management in specific areas, self-government, resource revenue sharing and measures to participate in the Canadian economy, and preparations for when the agreement takes effect (such as implementation planning).

Different forms of governance or self-government have been negotiated in Canada. One example is the Nunavut Agreement, a modern treaty where the self-government aspirations of Inuit are expressed through public government.

The environmental assessment process in Canada's northern territories is based on a unique co-management approach, rooted in the legal and cultural frameworks of land claims agreements with Indigenous peoples.

Additional information on Indigenous rights is available at Crown Indigenous Relations and Northern Affairs Canada.

  • If “Yes” is selected, please identify which Modern Treaty, Self-Government Agreement, or Northern EA Regime from the drop-down menu options.*
    Choose an option from the drop-down menu.

Has there been engagement with Indigenous groups about the project?*
Please select “Yes”, “No”, or “Unknown”.

  • If “Yes” is selected, which Indigenous groups have been notified of the project?  Please list all groups and attach any records of consultation, meeting minutes, letters of support, a Band Council Resolution, or consultation transcripts.*

    Attach the documents using “Upload Document”. Please name (e.g., “Record of Consultation for Transit Solution in Village-Creek, Province of XX”) and attach your file.

    This question asks if any Indigenous peoples, including Indigenous peoples, First Nations, Metis, and Inuit were provided with information about the project. Were any groups contacted through email, letter, or phone calls? Were there any meetings held with Indigenous peoples to get their feedback and opinions on the project?

    If yes, please provide all related documentation. Attach any records of consultation, meeting minutes, letters of support, a Band Council Resolution, or consultation transcripts.

Have concerns been raised by Indigenous groups about the project?*
Please select “Yes”, or “No”.

This question asks if any Indigenous peoples (First Nations, Metis, or Inuit) indicated they had concerns or were opposed to the project or to any of the project components or activities. Provide context to the issues raised.

Does the recipient attest that all concerns have been addressed?*
Please select “Yes”, or “No” or “N/A”

  • If “Yes” is selected, using the text box justify how concerns have been addressed (refer to where concerns have been addressed in consultation record).*

    This question asks to confirm that all concerns raised by Indigenous peoples were resolved in some way. If all concerns were addressed, please answer “Yes”. If there are outstanding concerns, please answer “No”. If the applicant is unsure if concerns are addressed, please answer “No”.

Annex C: How to Create a KML File

You can use Google Earth to create a Keyhole Markup Language (KML) file to visualize and share geographic information about your project. Create your KML using either Google Earth Web (requires a Google account), or Google Earth Pro for desktop (requires download and installation). Both sets of instructions are included below.

Review these key points before beginning:

  • The KML should provide an accurate and detailed representation of the project’s location, size, components and works; placemarks and/or pins alone are insufficient.
  • Use multiple line and/or polygon features for different project components. To differentiate components, title each feature with a descriptive name.
  • If the project includes multiple phases, identify each phase in the feature’s title. If HICC is only funding specific phases of the project, note that information in the feature’s description.
  • For most projects, all features should be submitted in a single KML file.
Geospatial Feature Examples of Project Components
Line
  • Roads
  • Sewer lines
  • Trails
  • Railways
  • Pipelines
  • Transmission lines
Polygon
  • Building footprints
  • Vegetation cuts
  • Sewer/wastewater lagoons
  • Culverts/bridges

Instructions for Google Earth Web:

Step 1: Create a new project

Click ‘Launch Earth’. Click ‘+ New’. Choose whether to save as a Drive project (to Google drive) or as a Local KML file (stored on the browser or device). Click ‘Create’. In the left-hand panel, hover over file name, click the three dots, select rename and enter a title for your project. Avoid using special characters like \ / ( ) { } [ ] : * ? " < >| # % $ & !

Step 2: Navigate to the desired location

Navigate to the desired location on the map by typing an address in the search bar (top-left corner) and/or by dragging the map to the correct location. Zoom in and out using the minus and plus signs in the bottom-right corner.

Step 3: Create a KML to display project components

Add a Placemark: To optionally mark the project’s central location, click the ‘Add placemark’ icon ‘Add placemark’ icon or ‘Add’ > ‘Placemark’ in the menu. A placemark will appear on the map, and you can move it to the desired location or specify coordinates. In the right-hand panel, enter a title for the placemark and optional description.

Draw Lines (Paths) or Polygons: To draw a line or polygon, click ‘Add path or polygon’ ‘Add path or polygon’ icon icon or ‘Add’ > ‘Path or polygon’ in the menu. Select a starting point and click on the map to add points that will delineate the path or polygon. For lines, click ‘Done’. For both lines and polygons, click ‘Save to project’. In the right-hand panel, enter the title of the component and an optional description. Click the paint bucket icon to adjust the colour.

‘Add path or polygon’ icon

Step 4: Adjust the features

Click on any placemark, line, or polygon in the left-hand panel to adjust the feature. A right-hand panel will appear. Click ‘Edit’. You can edit the title, description, and colour. You can also adjust the points on the map that make up the feature. Below is an example project:

Adjust the features

Step 5: Save your KML file

To export your project as a KML file, click on the three dots next to your project title in the left-hand panel, then choose ‘Export as KML file’. The KML file will appear in your Downloads folder. It can be shared or uploaded to other mapping platforms.

Instructions for Google Earth Desktop:

Step 1: Create a project folder

Right-click on ‘My Places’ or ‘Temporary Places’ > ‘Add’ > ‘Folder’. Name the folder using the project title and click ‘OK’.

Step 2: Navigate to the desired location

Navigate to the desired location on the map by typing an address in the search bar or by clicking and dragging in the map viewer. Click ‘View’ > ‘Reset’ > ‘Tilt and Compass’. Zoom in and out using the minus and plus signs in the top-right corner.

Step 3: Create a KML to display project components

Add a Placemark (Point): To optionally mark the project’s central location, click ‘Add Placemark’ in the toolbar or ‘Add’ > ‘Placemark’ in the menu. Enter a name for the placemark and adjust its location on the map by dragging the yellow pin or by specifying known latitude and longitude coordinates. In the ‘Properties’ panel, enter a title for the placemark and optional description. Adjust the style and colour.

Draw Lines (Paths) or Polygons: To draw project components, use the ‘Add Path’ and/or ‘Add Polygon’ buttons or ‘Add’ > ‘Path or polygon’ in the menu. Click on the map to create points. You can click and drag any point to adjust its location, click on the map to add a new point, or select a point and press the ‘Delete’ key to remove it. In the ‘Properties’ panel, enter a title for the project component and optional description. Adjust the style and colour. Click ‘OK’ when finished.

‘Add path or polygon’ icon

Step 4: Adjust the features

Right-click on any placemark, path, or polygon to open the ‘Properties’ window. You can edit the label, description and colour, and check measurements. You can also adjust the points on the map that make up the feature. Below is an example project:

Adjust the features

Step 5: Save your KML file

Right-click the project folder, then ‘Save Place As’. Name your file. Avoid using special characters like \ / ( ) { } [ ] : * ? " < >| # % $ & ! Select the KML format and save to your computer. Your KML file can be can be shared or uploaded to other mapping platforms.

Report a problem on this page
Please select all that apply:

Thank you for your help!

You will not receive a reply. For enquiries, please contact us.

Date modified: