The London North West Healthcare (LNWH) Charitable Fund has two types of grant funding applications.

Transcription

1 LNWH Charitable Fund Grant Disbursement Framework Introduction The London North West Healthcare (LNWH) Charitable Fund has two types of grant funding applications. Annual Grant Disbursement Application Strategic Grant Application The annual grant disbursement is aimed at funding any educational and training, research, staff welfare, patient environment and estate and facilities projects relating to LNWH NHS Trust. The strategic grant application is aimed at funding projects in line with furtherance of the LNWH Trust s strategic aims. The London North West Healthcare Charitable Fund Charity s funds are complementary to LNWH NHS Trust and should not be spent on NHS purposes where money is otherwise available. The LNWH NHS Trust Board will agree on an annual basis the amounts of funds to be dispersed and over what time period. Terms and Conditions of the Grant Applications Terms and conditions of the two types of grant applications available from LNWH Charitable Fund Charity are as follows. Annual Grant Disbursement Application The LNWH Charitable Fund Charitable Fund annual grant disbursement is launched in July of each year. There are two types of grant application forms for this disbursement scheme. An application form for grant applications over 20,000 and an application form for those funds under 20,000. Notification of the annual grant disbursement will be launched Trust Wide via the Trust s Communication Department Today bulletin. Strategic Grant Application The strategic grant applications are made directly to the Charitable Fund Management Committee, subject to the scrutiny and approvals process through the most appropriate Board Sub-Committee. Applicants interested in applying for this type of grant should contact the Head of Charitable Funds, via in the first instance. If the application falls within the set criteria potential applicants will be asked to complete all necessary business case approval processes and seek a recommendation from the most appropriate Board Sub-Committee and will be expected to present the application to Page 1

2 Charitable Fund Management Committee at a scheduled committee meeting. A strategic grants cover sheet will be completed to accompany the application. The criteria for this type grant application should be in line with the furtherance of the Trust strategic aims. If applicants do not fulfil the requirements of the grant application or deviate from the terms and conditions the application may be rejected. Who may apply? Applications are welcomed from London North West Healthcare NHS employees. Applications from contracted out services employees should relate to improving patient experience and these types of applications should be sponsored by the Divisional General Manager or Clinical Director responsible for the service. Grant Period The take up of successful grant awards should start within 6 months from accepting the grant with the exception for research awards and educational institutional courses which may take up to a year or more before completion. Details of the grant period must be provided in all instances. Costs and grant amount Grants awarded must be used to cover the costs indicated in the original application and may not deviate from the original application. The charity will not fund grant projects which costs exceed the grant award allocated. Framework of grant applications The grants are usually disbursed to multiple applicants. Please note that joint applications should be discussed and agreed by all the applicants involved. Important information The inclusion of supplier quotes with the grant application is a must for Medical Equipment, IT equipment, fixtures and fittings, furniture etc. The supplier quotes should be from a Trust preferred supplier which is found in the Trust E-Procurement catalogues. The Trust s Procurement Department can be contacted for assistance in obtaining quotes for medical equipment, fixtures and fittings, furniture, stationary etc. For IT quotes the Trust s ICT Purchasing Manager can be contacted. In accordance with Trusts Standing Financial Instructions for goods and services over 10,000 three supplier quotes must be obtained. Page 2

3 LNWH NHS Trust Policy and procedures to consider when applying for LNWH Charitable Fund Grant Medical Equipment The Trust s procurement policy requires assurances that the maintenance costs for medical equipment are met by a Trust revenue budget. Before submitting an application for medical equipment the applicant should inform their Divisional General Manager, investigate and obtain quotes for the after purchase maintenance costs. The LNWH charitable funds will only purchase the medical equipment and is not responsible for the equipment maintenance costs. On approval of grant award for medical equipment, the grant applicant must arrange for the specification of the medical equipment, purchase and maintenance quotes to be submitted to the Trust s Clinical Procurement Device Group (CPDG). CPDG s responsibility is the ensure governance, in terms of adding the medical equipment on to the asset register, making sure that there are funds to maintain it and also a name individual accountable for ensuring it's safe and appropriate use. There is a separate form to complete for the CPDG which can be found on the Trust Intranet. The CPDG currently meet on a monthly basis. Salary costs Applicants must ensure that salary costs are correctly calculated because they attract tax and national insurance liabilities. The applicant should check with Human Resources and Payroll when finalising the salary costs. The charitable fund will not be liable for the over spend on salary costs therefore applicant must ensure that all potential costs are included in the application. Training Applicants should find out how the university or educational institution will accept payment for the courses. The Charitable Fund Department will require further information if the grant is approved. Information Technology For IT software applications, applicants should obtain approval from the Trust s IT department to ensure that any software applications that is part of the grant application is compatible with the Trust s IT systems. Research The London North West Healthcare Trust has a single integrated process for the management of research and development. All R&D projects must be registered with the Trust s R&D Office, and must be considered by the Research Ethics Committee. Applicants are responsible for ensuring the application is complete and that they are aware of the Trust policies and procedures involved in purchasing goods and services and that the correct information and supporting documentation to support the application is provided. Page 3

4 Administration The grant applications are administered by the Charitable Fund Department at Northwick Park Hospital. All grant applications must be submitted to the Charitable Fund Department. The grant application administration is overseen by the Head of Charitable Funds. How to apply Annual Grant Disbursement Application Application forms for the annual disbursement grant must be completed in full and submitted the Charitable Fund Department with supporting documents in sufficient time of the closing date. If an application is submitted late and incomplete it may be rejected. Additional information will not be allowed after the closing date for submitting the application form except if the information is requested by the Head of Charitable Funds or the Charitable Fund Management Committee. The grant application forms are available to download from the Trust Intranet. Strategic Grant Application The Charitable Fund Management Committee meetings are held on a quarterly basis in March, July September and December. To be considered for funding from the strategic grant enquiries to Head of Charitable should be made at least four weeks before the next scheduled Charitable Fund Committee meeting. The strategic grant application is a two stage process. Members of LNWH staff can in first instance contact Head of Charitable Funds to express interest in making an application for a strategic grant. At this point the individual making the enquiry should provide the details of their proposed grant application together with an explanation of how the funding of the grant is in line with the Trust strategic aims. The Head of Charitable Funds will in turn contact the applicants who have met the funding criteria and provide details of how to ensure all the necessary business case approvals are obtained from the relevant Board Sub-Committee. A grant application cover sheet will also be provided for completion. The completed grant application with supporting documents must be submitted to Head of Charitable Funds at least two weeks before the scheduled Charitable Fund Management Committee meeting takes place. Strategic grant applicants must be available to present their application at the Charitable Fund Management Committee meeting. The Head of Charitable Funds will notify applicants of their allotted presentation times. Page 4

5 The applicant can nominate a representative to present their grant application to the Committee if they are unable to attend. Please note that the application may not be considered without a presentation to the Committee. The Charitable Fund Department can be contacted for further information on how to apply. Evaluation Grant Peer Review group is made up of LNWH Senior Clinicians and Heads of Directorates from a cross section of disciplines and they have the responsibility of reviewing the viability of the Annual Grant Disbursement applications received by the charity and the associated risks and considerations before submission to the London North West Healthcare Charitable Fund Management Committee. Strategic grant applications will not be evaluated by the Grant Peer Review Group having already been through the business case approvals process. Decisions Final decision on the all grants awarded and distributed will be made by the members of Charitable Fund Management Committee. Notification of decisions and comments will be sent to applicants. The LNWH Charitable Fund charity will publish its decisions on the Annual Grant disbursement on the Trust intranet and notifications will go out on the Trust s daily bulletin A personal message will be sent by Head of Charitable Funds to successful applicants on the behalf of Charitable Fund Management Committee. When and how should the application be submitted? Annual Grant Disbursement applications must be submitted sufficiently in advance of the closing date as specified in the notification bulletin. Strategic grant applications is a two stage process, potential applicants should first contact Head of Charitable Funds to express an interest in applying for a strategic grant four weeks before the Charitable Fund Management Committee meeting. Subject to acceptance the applicant will be asked to completed grant application form and seek business case approval, which must be submitted to Head of Charitable Funds at least two weeks before the scheduled Charitable Fund Management Committee meeting. All completed grant applications should be ed to lnwh-tr.cfgrants@nhs.net Incomplete and late grant applications may be rejected. Page 5

6 Contact Grant Application information enquiries Wendy George, Head of Charitable Funds, , Grant Application forms submission and Grant Application information enquiries Sibu Mbele, Fundraising Administrator, , Wendy George Head of Charitable Funds June 2016 Page 6