Ineligible Costs

The Virtual Museum of Canada (VMC) does not invest in costs related to:

  • creating institutional websites
  • automating collections management records
  • the development of native mobile applications
  • computers, external hard drives, memory cards and servers
  • printers
  • DVD / CD-burners
  • secondary materials (e.g. CDs, DVDs)
  • mobile devices (e.g. cell phones, tablets) and data/service plans
  • ongoing costs to maintain monitoring and validation of social technologies in products following their launch
  • marketing and promotional expenses (including: Communications personnel)
  • printed materials (e.g. educational materials like teachers’ kits)
  • creation of new artwork (excluding web graphics)
  • office space rental
  • website maintenance
  • search engine registration
  • domain name registration
  • website hosting
  • contingency, unexplained miscellaneous or overhead costs

Date modified: June 2020

Eligible Costs

In calculating proposed Virtual Museum of Canada (VMC) investment in an online product, the lead institution may include costs related to:

  • research and preparation to develop and present content
  • educational expertise (salary or contract)
  • coordination
  • salaries or contracts directly associated with the creation the online product
  • evaluation(s) involving identified target audiences
  • digitization, including rights clearance and documentation
  • product development (including media production; technical, web and accessibility development; and, technical integration and deployment)
  • copyright
  • content translation into the other official language and/or translation verification (see Annex B, for guidance on estimating translation costs)
  • translation into additional languages (may be eligible depending on the project)
  • training or skills development, directly related to the project, that will provide longer-term benefit to the institutions and organizations involved
  • up-front costs to cover setting up moderation functionality directly related to social technologies used to enhance the visitor experience
  • travel, where costs are shown to be essential to the production of the online product
  • software or hardware (e.g. digital scanners) directly related to the production of content for the online product

Note: Costs incurred by other organizations involved in the project may be eligible when shown to be directly related and essential to the production of the online product.

Other proposed costs are considered on their merits in the context of specific proposals. The primary criterion is whether costs are directly related and essential to the production of the online product.

Date modified: June 2020


Use the budget template (XLSX) provided to develop the budget for your online product. Make sure it aligns with your schedule, project description and support letters.

The budget needs to:

  • include costs for all the tasks in the schedule
  • indicate which costs will be covered by the lead institution, the Virtual Museum of Canada (VMC), and other organizations involved in the project
  • under “notes”, explain how costs were calculated (e.g. hourly rate x number of hours) and provide a description of services
  • include any support documentation (e.g. quotes) to show that budget items have been calculated responsibly

Note: The VMC will not invest more than $250,000 per project, excluding applicable taxes. Refer to eligible costs and ineligible costs when assigning costs to the VMC.

The following budget categories and items are identified in the Budget Template:

  • Coordination
    • project management/coordination
    • administrative services and supplies
  • Training or skills development
    • training or skills development
  • Content development
    • writing/research
    • development and presentation of content
    • educational content
    • rights
  • Content/site production
    • digitization
    • graphics/design/illustrations
    • audio
    • video
    • text
    • photography
    • online product development
    • hardware/software
  • Content evaluation
    • content review
    • evaluation/focus groups
    • advisory committee (Elders)
    • audience research
  • Translation and editing
    • translation and editing into official languages
    • translation and editing into additional languages
    • comparative edit
  • Travel
  • Marketing
  • Other

To avoid unexpected changes to the scope of technical work involved in developing the online product, everyone involved in the development should become thoroughly familiar with the VMC Technical Specifications.

Date modified: June 2020


Create the schedule for your online product using the format of your choice. Make sure it aligns with your budget, project description and support letters.

The schedule needs to:

  • be structured around the five project phases, the key deliverables and the quality assurance reviews described in Deliverables
  • identify the durations and responsibilities for each task
  • be formatted for all pages to print clearly and legibly on 11” x 17” paper, in landscape orientation
  • be saved as a PDF

Tasks can include, but are not limited to:

  • Planning
    • establish project team
    • validate schedule with team members and others involved in your project
    • finalize budget
    • hire/allocate project resources
    • manage resources and relationships
    • establish and manage review or advisory committees
    • activate and manage community involvement
    • confirm contracts (research, curatorial, design, etc.)
    • allocate time for project, schedule and budget monitoring
    • establish testing and quality control protocols
  • Content development and production
    • conduct content research
    • develop an interpretive plan
    • confirm availability of collections, artifacts and/or objects
    • secure all documents, images, visuals, audio, video and other material
    • arrange for copyrights clearance and licenses
    • write texts (interpretive, captions, alternative texts, transcriptions, information, metadata)
    • translate texts
    • edit texts in all languages
    • proofread texts in all languages
    • produce visuals (illustrations, maps, etc.)
    • digitize all required material
    • produce preliminary and final graphics for design/multimedia/animation/gaming/interactives
  • Technical development and production
    • develop technical planning documents (information architecture, site flows, site maps etc.)
    • develop wireframes, design and layout
    • implement programming and production (frontend: HTML, CSS, jquery etc., backend: php, database, API)
    • ensure CMS customization
    • test that the online product meets the accessibility requirements outlined in the VMC technical specifications
    • conduct Quality Assurance and fix issues and bugs
    • perform integration and deployment
  • Audience evaluation
    • conduct front-end evaluation of concept, content and/or design
    • conduct formative evaluation of content and/or prototypes
    • communicate evaluation results
    • adjust and correct product
  • Deployment, launch and maintenance
    • plan and develop promotional activities
    • produce final report and documentation
    • verify all links
    • gather and report on web statistics

Date modified: June 2020