Instructions for the Walk to School Project Plan

Transcription

1 What is the? The is a detailed work plan to help you consider how your council will deliver on the grant requirements outlined in the Guidelines for Applicants. The Project Plan has four sections: 1. Key information 2. Project plan 3. Budget and expenditure 4. Final report What sections do I need to complete for the application process? The first three sections of the Project Plan must be completed as part of the Walk to School 2016 application. The Project Plan is then submitted online along with your application. VicHealth will not accept any applications without a complete Project Plan. Section Four is to be completed at the end of grant and resubmitted by 16 December What needs to be included in your Project Plan? Before submitting a Project Plan, your council will need to consider the following: how many primary schools your council will aim to have registered and participating in Walk to School 2016 how your council will deliver on each requirement including: o strategies to achieve the requirement o a rationale of why this activity is appropriate for your local context o measurable objectives to explain how you will measure success a proposed budget for your planned activities. In addition to above, VicHealth will also expect applications to address the relevance, equity and growth criteria as outlined in the How will applications be assessed section of the Guidelines for Applicants. How do I complete the Project Plan? Follow this step-by-step guide, which includes example and handy hints to completing the Project Plan. Page 1

2 Section 1: Key information This section must be completed as part of the Walk to School 2016 application process. Step 1: Enter your council name to assist us when assessing your application. Step 2: Add the number of schools in your LGA. Step 3: Add if you received funding in 2015 and if there are any outstanding funds. Step 4: Add how many schools submitted data in 2015 (Note: this information will be in your LGA report from 2015). Step 5: Add how many schools you aim to have for Walk to School 2016 (Note: councils are required to invite all primary schools in your local area to participate in Walk to School Previously funded councils will be expected to increase the number of schools registered within their LGA from year to year). Page 2

3 Section 2: Project plan This section must be completed as part of the Walk to School 2016 application process. Leave the final report only column blank. This will be completed and submitted at the end of your grant. Requirement 1: Promote Walk to School and encourage primary schools to register and participate For requirement 1, VicHealth will be looking for a range of activities to demonstrate that you will: invite all primary schools in your local area to participate in Walk to School 2016, with particular efforts made to engage schools that have not participated in Walk to School in previous years encourage all schools to register and participate, with particular efforts made to identify any barriers to participation, and address these barriers by offering support use a range of communication channels to promote Walk to School in your local community, particularly targeting parents and carers of primaryschool children, including those who may not have participated in the past acknowledge VicHealth s funding in all of your Walk to School communications and collateral. Examples of promotional activities are: contact each school individually by , phone or in person, and then follow up with schools to encourage participation create, coordinate and promote local competitions and prizes (to encourage schools to register and participate) work with schools to identify school champions to encourage Walk to School participation within each school (for example, a teacher, parent or guardian, support staff) work with schools to identify any barriers to participation, and address these barriers by offering support conduct local radio interviews with council spokesperson or school contacts develop promotional videos display posters in local community centres and facilities distribute information through direct channels and networks to families with primary-school children leverage your council s existing paid advertising space in local print or radio Page 3

4 provide information in languages other than English provide information to communities with low internet access publish news items on your council website or in newsletters. Requirement 1: Promote Walk to School and encourage primary schools to register and participate Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 1: Staffing Council will employ a contractor (two days a week) to coordinate the Walk to School activities. The coordinator will consult with each school (i.e. with the principal, physical education teacher or equivalent), finding a suitable school champion to help encourage registration and participation. As council is under resourced, the Walk to School coordinator will proactively be able to build relationships with schools and work closely with them to address any issues or concerns. By 1 July 2016, the Walk to School coordinator will be appointed until late November By 1 August 2016, the coordinator will have found suitable champions at each school. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 4

5 Requirement 1: Promote Walk to School and encourage primary schools to register and participate Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 2: Promotional video A promotional video will be developed to increase buy-in from local schools. The videos will include select students who participated in Walk to School 2015 to encourage other students to participate. The video will also include parents and guardians providing tips on how they helped their children participate throughout October. The video will be promoted through all schools via school newsletters and placed on council website. Feedback from non-participating schools in 2015 suggests a promotional video of other schools participating would increase their likelihood to register in Parents and guardians are great champions for change in our local area. After conducting a survey of non-participating parents/guardians in 2015, 92% said other parents and guardians sharing tips would strongly encourage them to participate in By 1 July 2016, the students and parents/guardians will be selected for the promotional video. By 15 July 2016, the raw footage will be completed and editing will be finalised by 20 July 2016 to allow enough time for council approvals. By 1 August 2016, the promotional video will be uploaded to council s website and distributed to each local school to include in their weekly newsletters. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 5

6 Requirement 1: Promote Walk to School and encourage primary schools to register and participate Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 3: Translation of promotional newsletter articles Council will develop promotional articles to be provided to all primary schools to add to their newsletters in both English and translated into Simplified Chinese. In our LGA, 60% of parents and guardians speak Cantonese and prefer to read in Simplified Chinese. Council acknowledges this was a significant barrier for participation in 2015, as the majority of our student s carers did not understand that their school was participating in Walk to School and students missed out as a result. By 10 July 2016, four newsletter articles will be developed and sent to a translation service to be translated into Simplified Chinese. By 15 July 2016, all four newsletters articles will be translated into Simplified Chinese. By 1 August 2016, all four newsletter articles will be published in school newsletters. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 6

7 Requirement 2: Deliver local engagement activities with participating schools For requirement 2, VicHealth will be looking for a range of activities to demonstrate that you will: demonstrate value for money and equitable distribution of funds (e.g. competitions and prizes engage all primary schools, or specifically schools with barriers you must explain this in detail in your rationale) engage schools throughout October with local activities relevant to your local area context, strengths, issues, and needs acknowledge VicHealth s funding in all of your Walk to School communications and collateral. Examples of local engagement activities are: develop incentive options for participating students (e.g. collectible card earnt with each walk, ride or scoot) run local competitions for participating students (e.g. lottery competitions such as lucky dip, golden tickets or inter-school challenges) develop incentives for parents and guardians who walk, ride or scoot their children to school in October provide incentives for school champions who are collecting and submitting school data on the Walk to School website by 18 November 2016 host a Walk to School event such as a healthy breakfast to encourage participation in communities where low socioeconomic or food insecurity issues are known in your local area. Page 7

8 Requirement 2: Deliver local engagement activities with participating schools Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 1: Healthy Breakfasts for schools with food insecurities as a known issue Council will offer a $300 voucher to two schools (approx. 100 children per school) to fund a Walk to School healthy breakfast. The aim of the breakfast is to provide students with an incentive for walking, riding or scooting to school throughout October and will be held near the end of the month. These two schools have been identified as having a high number of students at risk of food insecurities and from disadvantaged families. The food voucher can only be used for healthy food options approved by council (e.g. fruit and a piece of toast). By mid-september 2016, the two schools will confirm the date of their celebration event and will provide a list of food options. By 22 September 2016, council will approve the food options and supply schools with the $300 voucher to purchase the food. By 31 October 2016, the two schools will have held their healthy breakfast celebration event and inform council of the success by providing photos and a news article for council to share. Note: photos will be sent with written consent. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 8

9 Requirement 2: Deliver local engagement activities with participating schools Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 2: Golden ticket incentive for students Participating schools who register by 1 September 2016 will run the golden ticket incentive for their students. Every day in October, a school crossing supervisor at each school will have a golden ticket for one lucky student. There are also two daily spot prizes available at each school (e.g. balls, beach balls, freebies). Each golden ticket winner will go into the draw to win a major prize (a yearly family gym membership provided in-kind by YMCA) and the winner s choice of either sporting equipment or a sports club membership to the value of $200. The golden ticket incentive activity has been a huge success in motivating students and schools to participate in Walk to School in 2014 and Building on this activity, we have added in daily spot prizes to increase participation since YMCA is able to provide the major prize this year. Between 1 August and 30 August 2016, council will work with schools to register for Walk to School by visiting school assemblies. By 1 September 2016, all schools in our LGA need to have registered for Walk to School to participate in the golden ticket activity. By 21 September 2016, council will run training sessions for supervisor crossing or school champions and provide them with the golden tickets and spot prizes. By 5 November 2016, the major prize will be drawn at the local community festival. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 9

10 Requirement 3: Deliver local initiatives to support ongoing active travel by primary-school children For requirement 3, VicHealth will be looking for a range of ongoing active travel initiatives that demonstrate: value for money and equitable distribution of funds (e.g. for all primary schools or for specific schools with barriers you must explain this in detail in your rationale) ongoing activities post-october with relevance to your local area context, strengths, issues, and needs leverage of networks and partnerships with local organisations (e.g. bus companies) to embed more ongoing active travel options initiatives that encourage year-round walking, riding or scooting to and from school opportunities to measure or evaluate the impact and success of proposed activities, including impacts on different population groups (e.g. who didn t participate and why). Examples of ongoing active travel initiatives are: work with schools to assess walkability and develop an action group to progress identified areas for improvements work with bus companies to coordinate weekly drop and walk activities create local maps to promote active transport and local walking trails establish year-round park and walk locations and promote these to your community develop pilot programs with targeted schools (e.g. Walking Wednesdays) to encourage year-round walking, riding or scooting to school install signage on footpaths to identify safe routes to school. Page 10

11 Requirement 3: Deliver local initiatives to support ongoing active travel by primary-school children Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 1: Pilot weekly drop and walk with a rural school Council will work with one school where the majority of students live in a rural area and bus or car into school. In partnership with the school and the bus company, we will coordinate a weekly Drop and Walk zone, 1 km from the school gate on a safe route to school. The pilot will last for one month and we will evaluate the success by survey to the parent action group, teachers and parents/guardians. The known school has the majority of students arriving by bus or car due to the distance they live from the school. Most of these students live on farms or in rural areas with a major freeway as the only access to school. Council will work with the school and bus company to pilot the Drop and Walk activity for three months to see if this is a sustainable model in our local area. The school has already established a parent action group who are willing to walk the children into school once a week. By the end of Term , all permission slips will be signed by parents/guardians to agree to participating in the pilot in Term By the end of Term , the parent action group will have provided council with contacts for weekly volunteer including back up options. On the first Friday in Term , the first Drop and Walk will be held and by 28 February 2017, the final Drop and Walk will be held. On 15 February 2017, the survey is distributed to the parent action group, teachers and parents/guardians and on 1 March 2017 the results will be collated by Survey Monkey and distributed to the schools. Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 11

12 Requirement 3: Deliver local initiatives to support ongoing active travel by primary-school children Strategies What will you do? Rationale How is this relevant to your local context? Measurable objectives How will you know if you have succeeded? FINAL REPORT ONLY: Enter achieved, partly achieved, or not achieved Example 2: Local walking maps Council will develop pocket-size local walking maps guide to continue to promote active transport modes in our LGA. A competition will be held with schools to design the cover of the maps. The winning school will be used for the cover of the maps. Local maps have been requested by a number of members of the community concerned about identifying safe routes to each school. By 1 November 2016, council will host the first community workshop and collate safe route information from the community. This workshop will cover five schools in our local area. By 15 November 2016, council will host the second community workshop and collate safe route information from the community. This workshop will cover the remaining four schools in our local area. Council will develop this information by leveraging the two community workshops already organised for November. We will then collate this information and develop maps highlighting the safe routes to each school in our local area. By 30 November 2016, walking maps will be approved by councils and the winning design cover will be received. The maps and cover will then be sent to the print company by 1 December 2016 and distributed to schools and community centres by 10 December Step 1: Add details of what you will do. Step 2: Add details of why this is relevant to your local context. Step 3: Add details of how you measure success (e.g. SMART objectives) LEAVE BLANK Page 12

13 Section 3: Budget and expenditure This section must be completed as part of the Walk to School 2016 application process. Leave the actual expenditure column and balance section blank. This will be completed and submitted at the end of your grant. The audited council only section will only be completed if you are selected for auditing in line with the Terms and Conditions. Overview of funding Budget (ex. GST) FINAL REPORT ONLY: Actual expenditure Walk to School grant 2016 (total amount only) $ 10,000 $ Additional funding or in-kind support (total amount only) $ 5,000 $ Total funding $15,000 $ Step 1: Enter the total grant requested amount here. Note: if your budget changes during the application process, please amend this amount. Overview of funding Budget (ex. GST) FINAL REPORT ONLY: Actual expenditure Walk to School grant 2016 (total amount only) $ 10,000 $ Additional funding or in-kind support (total amount only) $ 5,000 $ Total funding $15,000 $ Step 2: Enter the total amount for any additional or in-kind income here (e.g. estimates of council contributions for staffing, business support etc.) Page 13

14 Overview of funding Budget (ex. GST) FINAL REPORT ONLY: Actual expenditure Walk to School grant 2016 (total amount only) $ 10,000 $ Additional funding or in-kind support (total amount only) $ 5,000 $ Total funding $15,000 $ Step 3: Total the two and this is your total funding amount. Please note: VicHealth is not able to provide you with additional funding if you spend over your grant funds. Council will need to absorb any overspent funds. Funded activities Budget (ex. GST) FINAL REPORT ONLY: Actual expenditure Walk to School coordinator (16 hours a week for 3 months) $ 5,000 $ Promotional video camera hire $ 500 $ Promotional video editing $ 500 $ Translation into Simplified Chinese $ 1,000 $ Four newspaper advertising $100 each $ 400 $ Food voucher for two $300 each $ 600 $ Step 4: Add each proposed expenditure item in a separate line. Try to provide your best estimate if you do not have complete quotes at this stage. Page 14

15 Spot prizes for 10 $100 per school $1,000 $ Local walking map printing $ 800 $ Total expenditure $15,000 $ FINAL REPORT ONLY: Balance at [enter date] [+/-] $ Step 5: Add the total proposed expenditure by adding the columns above. In this example, the total funding amount was $15,000. Therefore the total budget expenditure should equal $15,000. Note: Leave the actual expenditure and balance to report at the end of the grant due 16 December Page 15

16 Section 4: Final report Do not complete this section until the end of the funding. There are five steps in completing your final report, which is due to VicHealth on 16 December Step 1: Revisit all three requirements in Section 2: Project plan and add achieved, partly achieved or not achieved. Step 2: Revisit Section 3: Budget and expenditure and complete the following: o add the actual expenses for each item o add the total balance and confirm if you have a surplus or deficit by deleting the relevant (+ or -) o add the date of when you are submitting this report. Step 3: Complete the two questions in Section 4: Final report. To do this, you may want to consider the following: o organisational factors (e.g. culture, structure) o resourcing (financial, physical etc.) o management support o community engagement o expertise. Step 4: Collate any supporting documentation and provide as a separate document along with your final report either via a file share, or USB. Supporting documents include: o all materials developed during your Walk to School grant (e.g. flyers, local media releases) o screen shots of any web or social media content o ALL photo and video consent forms please note every photo and video must have written consent using the VicHealth photo and consent form, which outlines they can be passed onto us. We will provide you with this form along with your council toolkit in July Step 5: Use the final report checklist to ensure you have completed all of these steps. Page 16