A Guide to Grants & Grant Writing Scouts Australia - Victoria 152 Foster Road Mt Waverley VIC 3149 October 2010
What do you need a grant for? Grants are often used to provide a group with New equipment Training and develop new skills Upgrade hall facilities Promotional initiatives to grow the group Sponsor new members from disadvantaged backgrounds Subsidise the costs of running the groups activities transport, fees, accommodation Provide funding for outreach/community projects for example trees for plantings Subsidise attending major events such as jamborees
Who makes Grants and Why? Government Agencies at the Federal, State & Local levels Government cannot deliver everything to all people. They rely on community organisation s and the not for profit sector to assist with delivery at the grass roots level Philanthropic Trusts There are many people who believe that they can make a difference in an area that has great meaning to them. Most of the money in these trusts has been raised through fundraising and business ventures and is another way of giving back to the community. Corporations Companies will create grants and funding opportunities to fulfil a couple of aims. To be a good community citizen, to provide a positive profile for the organisation, the give their employees an opportunity to participate i t in the community. One thing you need to know when you are applying for a grant is why the organisation is providing the grant money.
Who are the grant makers? Philanthropic Trusts & Foundations www.philanthropy.org.au e.g. The Myer Foundation www.myerfoundation.org.au The Ian Potter Foundation The Shane Warne Foundation http://www.tswf.com.au Corporate Trusts The Sony Foundation Mazda Foundation Government Departments Department of Planning and Community Development http://www.grants.dvc.vic.gov.au/ FaHCSIA Volunteer Grants www.fahcsia.gov.au Service Clubs Rotary Australia (www.rotary.com.au) Lions Australia (www.lionsclubs.org.au) Corporate In-Kind Ritchies & IGA Woolworths Coles BP Local Councils e.g. City of Greater Dandenong www.greaterdandenong.com.au au
Where can we find grants? Community Builders www.communitybuilders.nsw.gov.au s All types, free OurCommunity www.ourcommunity.com.au Some free resources, including media lists $55/year for access to Easy Grants database and monthly newsletter GrantsLINK www.grantslink.gov.au Federal and State Government FundSeeker www.fundseeker.com.au Online magazine $25/year membership fee Some free resources Scouts Victoria www.vicscouts.asn.au The member section of the website has a section with information for further reference and up to date lists of grants available Victorian State Government http://www.grants.dvc.vic.gov.au/ http://www.dpcd.vic.gov.au/home/grants Corporate Web Sites Example: www.woolworths.com.au Community Grants page Check to see if there is an information session at the Victorian Scout Centre. If you have a specific project and have looked around and are still not sure you can email Catherine catherine.gg@vicscouts.asn.au for assistance in finding a specific grant
How to find grants Other ways of Finding Grants Programs List all the government bodies you deal with, and talk to them or search their websites for grants. List any foundations that you know specialise in your area of expertise. List the agencies or bodies that aim at dealing with the problems or issues that fall into your areas. List non-profit organisations that share your territory and find out any external grants they have gained - either buy studying their annual reports or by talking to them. Talk to groups you already have contact t with, and who might be able to help. Find a contact person inside the various agencies that deal in your area and ask them about grant opportunities they might have for your group. Talk to your local council's community grants or community development officer - both for grants they might offer, or for other groups that might have grants. Talk to your State or Federal MP about government grants programs. Attend any seminars or talks from grant makers or experienced grant seekers.
Which grants do we apply for? Find a match between a project/activity you need funds for and the funding criteria of the grant. Many grant bodies have specific target groups or project areas in mind each year. Read criteria and guidelines thoroughly. Find out if you have previously received funding from the grant maker as there may be restrictions on subsequent funding. Check deadlines including methods of submission (i.e. post or email). Verify that you can provide all requested material (i.e. letters of support, building quotes, research data). If you are unsure about any of the above, contact the grant making organisation and verify your eligibility.
What basic information is needed? Organisation Scouts Australia Victoria 152 Forster Road Mt Waverley VIC 3149 P O Box 774 Mt Waverley VIC 3149 Phone: 03 8543 9800 Fax: 03 8543 9899 Web address: www.vicscouts.asn.au ABN 39 662 387 026 ABR registered name: SCOUT ASSOC OF AUST VICTORIAN BRANCH Proof of Incorporation Scouts Australia Victoria was incorporated by an Act of Parliament in 1928. Scouts Australia Victoria has no Incorporation Number. A copy of the Act of Incorporation is available from Scouts Victoria i Centre, Mt Waverley. Proof of Deductible Gift Recipient (DGR) Status Certificate is available on the Scouts Victoria web site. Proof of Tax Concession Charity (TCC) Status Certificate t is available on the Scouts Victoria i web site. Contact Information Your local Group or Group Leader s details. Annual Review Hard copies can be obtained from Scouts Victoria Centre, Mt Waverley. Electronic submissions may ask for the document to be attached or for a link to the document on the Scouts Victoria web site. Most Recent Financial Report Hard and electronic copies can be obtained from Scouts Victoria Centre, Mt Waverley. Letters of Support Templates for letters of support from Local MP s and others are available from Scouts Victoria. Signatures for Declarations Some grants require the signature of the CEO of the Organisation, please give us a enough notice to be able to assist you with this.
What to put in the submission Most grant applications seek submissions that are structured around the following: A brief description of your organisation A case for support A description of the proposed project A budget 1 - A brief description of the organisation Here, grant evaluators want your organisation to establish credibility and qualifications for funding, and how your existing programs were developed to meet identified community needs. Include short relevant descriptions of the qualifications and experience that your group have in the area for which program funds are being sought. 2 - The case for support It is vital to establish a specific problem or issue in a geographically (or community of interest-based) identifiable area. The problem needs to be one that you can demonstrate an ability to realistically address. Produce evidence: Use up-to-date and accurate data based on objective research Tell the story: A relevant and evocative case study illustrating the issue will help to drive your points home. Demonstrate community support: Provide evidence of community support for your group's work, particularly in relation to the project for which you are seeking support.
What to put in the submission continued 3 - The proposed project This is where you show that you've developed a clearly defined, creative, achievable and measurable strategy to address the issue/s previously described. Your application should include: Clearly defined aims and objectives. The methodology - how the objectives are to be achieved. Evaluation - how the success of the program will be measured. 4 - The budget The required presentation of the program budget can vary from a simple one page statement of income and expenses to a more complex set of budget papers including explanatory notes various items of revenue or expense. Importantly, be honest, open and realistic about proposed expenditure. see notes further on about budget. Important Note The guidance notes above are designed to provide an indication of the basic components of a typical grant application. Of course, the most important part of making an application is to READ THE GUIDELINES and make sure you follow them to the letter - that means following the application format that the grantmaker asks for, and answering the questions that they put.
What do these terms mean? Organisation Scouts Australia Victoria will always be the applicant or organisation as it is the legal entity. Any questions about the organisation should be answered in terms of Scouts Victoria. Project In every case, the project will be your Scout Group and the activity you are seeking funding for. For example: The ABC Scout Group Water Activities Program. Every project has a start and end date, even if it is an ongoing program. Target Group The target group refers to the group or groups that will benefit from your project. In Scouting, it could be your youth members, your volunteers, another community group, the community in general, or all of those things. Partners For most applications, the term partners refers to other organisations that will be responsible for one or more aspects of the planning and/or delivery of your project. Groups or individuals you have only consulted with in planning the project are not considered partners. A lot of funding bodies will want to see other organisations involved in the project. Aims & Objectives These two terms are often interchangeable and refer to the effects you believe your project will have on the target group. They can be expressed as broad projections about what you hope to achieve by conducting your project. For example: The project aims to inspire a lifelong interest in kayaking and other paddle sports amongst our youth members and volunteers. Outcomes Outcomes are concrete, often quantifiable results that you will be able to document or measure at the end of the project. For example: Six volunteers and 20 youth will receive advanced kayak training. In-kind This refers to any contribution to the project that is not cash such as volunteer labour hours, equipment, services, or other resources. An In-kind contribution can be made by your organisation o or a funding body, and should always be noted in the budget as both as expense and an income item. Project Plan A project plan can be as simple as a bullet pointed list but must be organised in chronological l order. A good project plan includes a list of all major activities that will take place in the planning, delivery, and wrap up of the project, and the date when each will be completed.
How to build a budget Expenses List all of the expenses of the project with as much detail as possible. Calculate how many volunteer hours will be involved in planning, delivering, and evaluating the project. Income List all of your sources of cash income for the project including future fundraising and other grants received for the project. Match income sources with expenses where applicable. Multiply the number of volunteer hours by $20. This reflects how much labour is required to deliver the project. This should be listed as an expense. Try to be as accurate as possible when calculating expenses, at least to the nearest whole dollar. Your group s contribution will be in volunteer labour hours, so list the amount calculated as in-kind support. Some applications will ask you if you have requested funding from any other source in relation to the project, so be prepared to list any outstanding applications. Procure quotes on items you intend to purchase and list them with their specific brand, make or model. If the total project cost is over $100,000 and not exclusively infrastructure related, include the cost of an evaluation. Total your expenses and decide how much you will be requesting. It is strongly suggested that you ask for no more than 50% of the total project cost, ideally, no more than 30%, and not the maximum request amount. Choose an expense to match with the income you will potentially receive from the grant maker. For example: Your Water Activities Program will cost $50,000 in total and you are asking for $5,000 from the grant maker. Find an itemised expense/s that equal $5,000 and match them. Grant makers like to know specifically what their money is going toward, rather than just to the project in general. Total your income and check to make sure it equals your expenses. A budget with a surplus or deficit will guarantee that your application is unsuccessful.
Simple Budget Table Budget Item CDSE Other funding sources Salaries (specify position): In-kind Volunteer labour 200 hours @ $20/hr 4,000 Fees (specify egg, sessional staff, tutors etc): Kayak instruction to certify 6 adult volunteers 3,200 Administration: Research and interview potential instructors 500 Program costs (including telephone, stationery, postage, audit, promotion): Fuel and vehicle maintenance costs for travel to activity locations 3,000 Capital equipment: 5 new kayaks, 1 used trailer 5,000 Rent N/A Other (please specify): Food for day and overnight trips 2,500 Total funds 3,200 15,000
Balanced Budget Table EXPENDITURE INCOME Item Cost ($) Source ($) Amount 5 new 2-man kayaks 1 used trailer 5,000 Sony Foundation 5,000 Kayak instruction for 3200 3,200 CDSE Grants 3,200 6 adult volunteers Research and interview potential kayak instructors t Fuel and vehicle maintenance costs for travel to activity locations 500 ABC Scout Group 500 3,000 ABC Scout Group 3,000 Food for excursions 2,500 ABC Scout Group 2,500 Volunteer labour (200 hrs @ $20/hr) 4,000 ABC Scout Group 4,000 TOTAL 18,200 18,200
Top Ten Tips to Remember 1. Read all guidelines and requirements thoroughly. 2. Complete every item on the application and provide every document requested. 3. Do not re-format the application or attach materials not specifically requested. 4. Make sure your budget is balanced. 5. Do not request more than 50% of the total project cost or the maximum amount of the grant. 6. Do not recycle past applications. 7. Include a cover letter on Scouts Victoria letterhead with all hard copy applications. 8. Have someone proof read your application before sending. 9. Ensure the application arrives on time, prior to the lodgement deadline. 10. If you have questions about the application or difficulty with the form, contact the grant maker and ask for their advice or assistance or call Catherine at the Victorian Scout Centre on 03 8543 9807.
Grant Submission Checklist Is your grant submission up to the mark? Does it cover everything it needs to? Is it well written, clear and easy-tounderstand? Before you send your submission away, work through the points on this list. Language Ensure the title makes a positive statement and is not a neutral descriptor. Check the language - is it specific, accurate, concise, and clear? Is the proposal p written in active voice, with positive language g and in the first person? Does the proposal avoid bureaucrat-style language, jargon, clichés or weasel words? Is the proposal written mainly in short simple declarative subject-verb-object sentences? Has it been checked for typos and bad grammar? Layout Are the pages numbered? Does the proposal follow the grant giver's guidelines - margins, spacing, type size, paper size, proposal length - to the letter? Does it look professional? H h l l f hi d i i b k b h bl h di b ll i Has the layout got plenty of white space, and is it broken up by charts, tables, headings, bullet points, etc. Are charts easy to understand and clear? If there are forms to be filled out, have all the blanks been filled in? Are statistics and statements are documented and properly referenced? Are any acronyms spelled out in full, at least at first use?
Grant Submission Checklist Content Do you address all items in the grant giver's guidelines? Does the proposal p assume too much knowledge of the area or too little? Does it have a clear one-page executive summary? Is there a cover letter describing how your project would further the grant maker's mission? Does the submission have a project schedule, information on methodology, any project partners and their roles - as well as the roles of those in your group? Budget Does the proposal contain a detailed budget that is accurate and adds up? Message Does the budget contain a contribution from your own organisation, to demonstrate your belief and commitment? Do you in your submission adequately demonstrate the existence (and significance) of the issue you wish to address through your project? Does the proposal p specify realistic and measurable project objectives? Does it contain a rundown of benefits to beneficiaries and the grant maker? Do you explain project reporting procedures in your submission? Do you show that your group can deliver the project, and why it is the best group to do so? Does the proposal show why this project is unique, innovative, and different from (and an improvement over) existing programs? And finally Has the final version of the submission been reviewed by an objective third party?