Community Languages Program. Funding guidelines 2016

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1 Community Languages Program Funding guidelines 2016 April 2016

2 Disclaimer: The information and advice within this document is provided voluntarily by the Office of Multicultural Interests as a public service. The information and advice is provided in good faith and is derived from sources believed to be reliable and accurate. No representation or warranty, express or implied, is made as to the accuracy, completeness or fitness for purpose of this document. The reader of this document should satisfy him or herself concerning its application to their situation. The State of Western Australia, the Department of Local Government and Communities, the Office of Multicultural Interests, and their officers expressly disclaim liability for any act or omission occurring in reliance on this document or for any consequences of such act or omission. Current as at April Community Languages Program Funding Guidelines 2016 is available for viewing and download in a variety of formats, including this version from the Office of Multicultural Interests website: For more information, please contact: Office of Multicultural Interests Department of Local Government and Communities Gordon Stephenson House, 140 William Street, Perth WA 6000 GPO Box R1250, Perth WA 6844 Telephone: (08) Fax: (08) Freecall: (Country only) communitylanguages@omi.wa.gov.au Website: Translating and Interpreting Service (TIS) Telephone: Office of Multicultural Interests

3 Contents Welcome...4 General funding guidelines...4 Eligibility requirements... 5 Grant categories...6 Important dates...6 New school grants...6 Per capita grants...7 Program development grants...8 How to apply...10 Professional Learning Program Additional supports for Community Language Schools Contact information Community Languages Program Funding Guidelines

4 Welcome This guide provides an overview of the Community Languages Program (CLP) for It provides information about funding, professional learning opportunities and the process and guidelines for funding applications. Once you have read the information in this booklet, please visit our website at wa.gov.au for further grant-specific information and to download an application form. If you do not have internet access or have questions after reviewing the content on the website, please contact us. Office of Multicultural Interests (OMI) program staff can provide valuable information and feedback and assist you in developing your application. Please contact program staff to discuss your application over the telephone, via or to arrange a face-to-face meeting. General funding guidelines OMI provides funding based on the objectives identified in the OMI Strategic Plan and to promote the benefits of multiculturalism to the broader Western Australian community. Funding is allocated based on the following guiding principles: to build the capacity of all ethnic community organisations to deliver positive outcomes for community members, including civic and community participation to provide value for money to provide fair and equitable distribution of funding across all multicultural communities to maximise funding value by supporting partnerships between culturally diverse communities and organisations and other experienced service providers to promote the value of language learning. Community Languages Program Funding under OMI's CLP for 2016 is available to eligible not-for-profit, community-based organisations that operate after hours programs in languages other than English for students in years K 12. A community language is defined as one used on a day-to-day basis by members of cultural/linguistic groups resident in Western Australia to communicate with family members and within their own community. Community Language Schools (CLS) are defined as those that: are non-profit making are open to all students, irrespective of their linguistic and cultural backgrounds complement languages education provided in mainstream schools provide authentic cultural contexts for languages learning promote the learning of a wide range of languages and an understanding of different cultures within Australian society are funded by communities, with additional funding support from the Australian and Western Australian Governments. 4 Office of Multicultural Interests

5 Annual CLP grants provide support to CLSs to: improve and enable the delivery of quality language teaching develop and maintain effective administration of management systems and processes. CLSs are not guaranteed grant funding. Grant funding is awarded based on the degree to which applications meet the eligibility and assessment criteria. CLP grants are awarded at OMI s discretion. Funding results are subject to assessment against the published guidelines, assessment criteria and OMI s decision making process. Eligibility requirements To be eligible for funding, the applicant organisation must: be a not-for-profit entity with legal incorporated association status and based in Western Australia have a constitution or school charter stating that the organisation s purpose is to provide language education have a board or management committee that includes representation from at least one member of the language group s community and one parent of a student at the school be open to students between Kindergarten and Year 12 hold classes outside of school hours provide a minimum of one-and-a-half hours of face-to-face language teaching per lesson based on an educational program that is linked to the Australian Curriculum where available a minimum of 10 students enrolled in the school in a calendar year provide at least 35 weeks of language classes each year or the equivalent number of classes pro rata be committed to all teaching staff and at least one administrator attending a minimum of two professional learning sessions over the duration of the grant period comply with the requirements of the Working with Children (Criminal Record Checking) Act 2004 be located at least five kilometres from another CLS that teaches the same language. If your organisation does not meet all of these requirements, please contact OMI as you may not be eligible to apply. Note: Specific grants will carry additional eligibility criteria in addition to the basic eligibility requirements. Schools or organisations that have any outstanding grant acquittals OMI or the Department of Local Government and Communities (DLGC) are not eligible to receive CLP grants. Community Languages Program Funding Guidelines

6 Grant categories There are three grant categories: 1. New school grants are a one-off grant to support new CLSs that have been in operation for between 12 and 52 weeks. These grants provide support for: costs associated with the start-up of the new school and/or assistance in the development of the school to address the criteria for the Per Capita Grant category. 2. Per capita grants provide annual funding per student and are available to schools that have been operating for more than 12 months and meet grant eligibility criteria. Per Capita Grants support ongoing operation of the school and contribute to quality improvements in language teaching and school administration. An additional per capita bonus is provided to CLSs with students studying Western Australian Certificate of Education (WACE) Year 11 and Year 12 courses. 3. Program development grants are available to both funded and unfunded CLSs. These grants provide funding for one-off improvements to school curriculum and educational materials and resources. New school grants The purpose of a new school grant is to provide new CLSs with one-off funding to support setting up a school and building its capacity to address the criteria to qualify for Per Capita Grant. To qualify for an new school grant, in addition to achieving the basic eligibility requirements, a school must demonstrate it has been operating between 12 and 52 weeks. Schools are expected to have delivered a pro rata number of classes over one year. The following table illustrates the number of classes a school should have provided since it has been in operation. If your school has been operating for a minimum of: 12 weeks 9 classes 16 weeks 12 classes 20 weeks 15 classes 24 weeks 18 classes 28 weeks 21 classes 32 weeks 24 classes 36 weeks 27 classes 40 weeks 30 classes 44 weeks 33 classes 48 weeks 35 classes Then you should have run approximately this number of classes: Important dates Grant category Due Per capita grants 10.00am 9 May 2016 Program development grants (Round 2) 10.00am 9 May 2016 New school grants (Round 2) 10.00am 9 May Office of Multicultural Interests

7 In addition to the general assessment criteria, applications will also be assessed on the degree to which they demonstrate: 1. a clear and realistic budget that identifies other sources of funding 2. a plan for professional learning of school administration and teaching staff 3. a proposed teaching and learning program that provides students with all five language modes: speaking, listening, reading, writing and viewing, as well as cultural activities that meet the intercultural requirements of a robust languages program. New school grant funding may be used for: rent of a school venue teaching materials, resources and equipment* stationery and photocopying payments to teachers (including wages, travel allowance and honorariums) professional learning for teachers and school administrators payment of membership fees to representative peak industry bodies/ associations (e.g. ESAWA) expenses associated with school administration. Funding may not be used for capital purposes such as buildings, building repairs, maintenance or renovations, or for domestic or international travel. If a school receives an new school grant they may not apply for a per capita grant in the same 12 month period. For 2016 the maximum request for new school grants is $3000 per school. New school grant application forms are available from grants_languages.cfm. New school grants important dates Applications due 10.00am 9 May 2016 Payments will be made to Community Languages Schools in June * As per the Conditions of Grant (found within the application form) if equipment is acquired through the grant funds and should the approved purpose of the grant cease or if the grant agreement be terminated on account of breaching any of these Conditions, then: a. the balance of any grant funds, unspent on approved items, must be repaid to OMI within ten (10) business days; and b. any property acquired with grant funds must be transferred to another not-for-profit organisation with similar objectives and purposes to the organisation, upon approval by OMI. Per capita grants The purpose of a per capita grantsis to assist established CLSs with the costs of operating the school. The grant amount is based on the number of students enrolled in the school. To qualify for a per capita grant, in addition to achieving the basic eligibility requirements, the school must demonstrate that: 1. it has been operating for at least 12 months 2. its student enrolment and attendance records are accurate and available for auditing by OMI 3. it achieves average attendance rates of at least 70 per cent over the school year. Community Languages Program Funding Guidelines

8 In addition to the general assessment criteria, applications will be assessed on the degree to which they demonstrate: 1. a clear and realistic budget that identifies any other sources of funding or states whether the CLP funding is the sole source of income, and a statement of income and expenditure for the previous financial year 2. a plan for professional learning for school administration and teaching staff 3. a proposed teaching and learning program that provides students with all five language modes: speaking, listening, reading, writing and viewing, as well as cultural activities that meet the intercultural requirements of a robust languages program. In addition, schools with students completing languages courses as part of their Year 11 or 12 WACE studies can apply for a bonus per capita grant for each student completing this level of study. To qualify for the bonus, schools must provide evidence of student enrolment in Years 11 and 12 languages study. The per capita amount for 2016 is $100 per student. The year 11 or 12 WACE bonus is an additional $100 per qualified student. The per capita grant can be used to cover the costs of the following: rent of a school venue teaching materials, resources and equipment* stationery and photocopying payments to teachers (including wages, travel allowances and honorariums) professional learning for teachers and school administrators payment of membership fees to representative peak industry bodies/ associations (e.g. ESAWA) expenses associated with the administration and operation of the school. Per capita grant funding may not be used for capital purposes such as buildings, building repairs, maintenance or renovations, or for domestic or international travel. Per capita grant application forms are available from: grants_languages.cfm. Per capita grants important dates Applications due 10.00am 9 May 2016 Payments will be made to Community Languages Schools in June * As per the Conditions of Grant (found within the application form) if equipment is acquired through the grant funds and should the approved purpose of the grant cease or if the grant agreement be terminated on account of breaching any of these Conditions, then: a. the balance of any grant funds, unspent on approved items, must be repaid to OMI within ten (10) business days; and b. any property acquired with grant funds must be transferred to another not-for-profit organisation with similar objectives and purposes to the organisation, upon approval by OMI. Program development grants Program development grants are open to Western Australian CLSs irrespective of whether or not they receive new school or per capita funding. The purpose of a program development grant is to assist schools to develop their language education program by providing one-off support for projects that 8 Office of Multicultural Interests

9 will build the quality of language curriculum, teaching or education tools and contribute to improving the school s ongoing level of performance. In addition to achieving general eligibility requirements, the school must demonstrate that there is evidence of community consultation, research and demonstrable need for the project. In addition to the general assessment criteria program development applications will be assessed on the provision of: the ongoing benefit of the project to students or teachers of the CLS effective project planning including a budget and timeline. Partnerships between CLSs are encouraged. Applications that demonstrate a collaborative effort and/or other sources of funding will be highly regarded. Program development grants are not retrospective and may not be used for projects implemented or developed before the grant period, or for administrative or operations costs including insurance. Program development grants funding may not be used for capital purposes such as buildings, building repairs, maintenance or renovations or operational expenses associated with the CLS. Program development grants may not be used for international travel. Domestic travel will be assessed on a case-by-case basis. A CLS will only be awarded one program development grant in a 12 month period. For 2016 the maximum request for program development grants is $10,000 per school. Program development grant application forms are available from grants_languages.cfm Program development grants important dates Program development grants Applications due 10.00am 9 May 2016 Payments will be made to Community Languages Schools in June Examples of the types of projects that will be considered include, but are not limited to: design and implementation of professional learning programs for teachers in specific languages purchase or development of new teaching materials or resources* purchase of computer hardware or software* review and restructuring of the school curriculum in line with the Australian Curriculum and to meet current pedagogical approaches. * As per the Condition of Grant (found within the application form) if equipment is acquired through the grant funds and should the approved purpose of the grant cease or if the grant agreement be terminated on account of breaching any of these Conditions, then: a. the balance of any grant funds, unspent on approved items, must be repaid to OMI within ten (10) business days; and b. any property acquired with grant funds must be transferred to another not-for-profit organisation with similar objectives and purposes to the organisation, upon approval by OMI. Community Languages Program Funding Guidelines

10 How to apply Grant application and assessment process Applications are drafted by organisations with assistance from OMI Applications are submitted prior to the funding round deadline Applications are assessed by OMI staff against eligibility criteria Eligible applications are assessed by an independent panel against assessment criteria Funding recommendations are collated and submitted for approval by the Minister for Citizenship and Multicultural Interests Approved applicants are notified Funding agreements are developed Grants are paid to funding recipients The assessment and notification process takes approximately three months from the time of application. General grant assessment criteria Applications will be assessed on the degree to which they demonstrate: 1. the community need for the language program and funding support 2. the applicant organisation s capacity to deliver the program 3. a plan for engaging with the school community. In addition, category-specific criteria apply to some grants. Appeal process Schools can only appeal a funding decision if there are concerns regarding the application assessment process. Appeals must be lodged in writing within 28 days of the date of receiving the notification of the decision. The appeal will be reviewed by a panel comprising staff from OMI and the DLGC. If the review panel finds evidence that due process was not observed in reaching the original decision, it shall direct that the application be reassessed. The decision of the review panel is binding on all parties. Appeals can be made on the following grounds: the person(s) making the decision failed to consider all material that was relevant to the assessment process the person(s) making the decision considered information or material that was irrelevant to the decision. This includes discrimination on grounds of race, colour, descent, national or ethnic origin or any other basis irrelevant to the decision 10 Office of Multicultural Interests

11 Assessment criteria Grants will be assessed based on the following weightings: New school grants Per capita grants Program development grants 1. The community need for the language program and funding support 20% 20% 30% 2. The applicant organisation s capacity to deliver the program 20% 20% 20% 3. A plan for engaging with the school community 10% 10% 10% 4. A plan for professional learning of school administration and teaching staff 20% 20% N/A A proposed teaching and learning program that provides students with all five language modes: speaking, listening, reading, writing and viewing, as well as cultural activities that meet the intercultural requirements of a robust languages program The ongoing benefit of the project to students or teachers of the community language school (PD) 20% 20% N/A N/A N/A 30% 7. A clear and realistic budget that identifies other sources of funding 10% 10% 10% the preparation of the application was adversely affected by incorrect or misleading advice provided by OMI staff the person(s) making the decision had a conflict of interest, such as direct or indirect financial interest, or a personal interest in the outcome of the application resulting in a decision based on matters other than the merits of the application. Reporting requirements for CLP grant recipients Funded schools will be required to report against the progression of their grant. Reporting requirements will vary according to the grant category and the amount of funding provided. All schools must provide audited accounts upon request by OMI. New school grant category Recipients of new school grant funding will be required to submit the following reports within 60 days of the end of the funding period: a statement of income and expenditure certified by the Chairperson, CEO or equivalent at the school an acquittal report as supplied by OMI. Per capita grant category Schools receiving per capita grant funding of $10,000 or less will be required to submit the following reports within 60 days of the end of the funding period: a statement of income and expenditure certified by the Chairperson, CEO or equivalent at the school an acquittal report as supplied by OMI. Community Languages Program Funding Guidelines

12 Schools receiving per capita grant funding of between $10,001 and $50,000 will be required to submit the following reports within 60 days of the end of the funding period: a statement of income and expenditure certified by the Chairperson, CEO or equivalent at the school an acquittal report as supplied by OMI an annual report detailing the achievements of the school and/or outcomes during the funded period. Schools receiving per capita grant funding of $50,001 and over will be required to submit the following reports within 60 days of the end of the funding period: financial statements certified by the Chairperson, Chief Executive Officer or equivalent and certified by a professional auditor who is: not an officer or employee of the school registered as a company auditor or equivalent under a law in force in Western Australia, or a member or fellow of the Institute of Charted Accountants, the Australian Society of Certified Practising Accounts or the National Institute of Accountants an acquittal report as supplied by OMI a report describing the methodology and outcomes of an annual internal evaluation that identifies any challenges and opportunities for the school and includes the results of an annual survey of students, parents, teachers and administrators. an annual report detailing the achievements of the school and/or outcomes during the funded period. Program development grant category Recipients of program development grant funding will be required to submit the following reports within 60 days of the end of the funding period: a statement of income and expenditure certified by the Chairperson, CEO or equivalent at the school an acquittal report as supplied by OMI. Schools will be subject to regular visits from OMI program management. At least 24 hours notice of a school visit will be provided. Failure to comply Failure to comply with the grant conditions may be considered a breach of the contract. The CLS may be required to repay the grant funding if it is found that: grant funds were not used as directed the organisation no longer has not-for-profit status the required reports were not submitted within the specified timeframe the organisation failed to comply with additional requirements of the grant (for example working with children checks, insurance requirements). 12 Office of Multicultural Interests

13 Professional Learning Program The CLP includes an annual professional learning program for teachers and administrators of CLSs. The purpose of the professional learning program is to: support the delivery of consistent and quality language education and administration build the capacity of CLSs to deliver language education to complement language education in mainstream schools. Participation in professional learning is a prerequisite for any school that secures grant funding under the CLP. CLSs that are not funded by the CLP are also able to access the professional learning program. In 2016 the professional learning program is provided free of charge to CLSs. Tell Me Now; Show Me How course A one-day professional learning workshop for teachers at CLS. Participants are volunteer teachers of community languages who may or may not have formal training in teaching languages or education in general. The workshop is practical with participants experiencing language learning activities then deconstructing, analysing and evaluating the effectiveness of the activity and its potential benefit in their own classes. The Tell Me Now; Show me How course is provided in 2016 by the Australian Institute of Management Western Australia. Further details of the annual program of professional learning activities will be announced in March Schools can develop and provide their own professional learning opportunities that may be used towards meeting their professional learning requirements From 2017 it is a requirement that all funded CLS teachers who do not hold a recognised teaching qualification will have completed the Tell Me Now; Show Me How course. Community Languages Program Funding Guidelines

14 Additional supports for Community Language Schools Australian Federation of Ethnic Schools Associations (AFESA) also trading as Community Languages Australia (CLA) provides ongoing support to the Ethnic Schools Association of WA and individual CLSs, and advice and support regarding the structure and implementation of policies and programs impacting community language schools in Western Australia. Ethnic Schools Association of WA (ESAWA) provides professional learning, advocacy and other support for CLS, their teachers and administrators. PO Box 405, North Perth, WA, 6906 The Modern Language Teachers Association of Western Australia Inc (MLTAWA) provides a common voice for language educators in primary, secondary and tertiary institutions from all systems and sectors in Western Australia, on State and national issues. The MLTAWA facilitates communication and cooperation between language educators and promotes study, critique, research and instruction in the field of language pedagogy, teaching methodology and linguistics. School Curriculum and Standards Authority responsible for setting standards of student achievement and for the assessment and certification of student achievement according to those standards Office of Multicultural Interests

15 Community Languages Program Funding Guidelines

16 Contact information For more information please contact: Community Languages Program Mrs Bindu Sajeev Grants Assistant Office of Multicultural Interests GPO Box R1250 PERTH Office WA of 6844 Multicultural Interests Department of Local Government and Communities Phone: (08) Phone: (08) Fax: (08) Website: GPO Box R1250, PERTH WA 6844

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