What makes a good application?

The more prepared you are, the better chance you will be successful in gaining a grant, so before applying for a grant, we recommend you check the guidelines below:

• Read the application form and guidelines before you start writing out your application, so you know what all the questions will cover. Missing, Insufficient or inaccurate information is one of the main reasons for delay or rejection of applications (see common mistakes applicants make below).

• Applications need to be easy to read and concise. Ensure you have answered all questions and checked for accuracy .

Common mistakes applicants make

Applications are often delayed or are unsuccessful for one or more of the following reasons:

Constitutions:

• Not signed
• No Powers clause
• Missing or insufficient powers within the Powers clause.
• No dissolution clause
• No reference to number of cheque signatories required
• The Constitution belongs to a regional or national group (a local group must submit its own)

Accounts:

• Not signed
• No accounts (or projected budget for groups running less than a year)

References:

• Referee related to the applicant (must be independent)
• Referee does not have sufficient knowledge about the group

Child Protection Policy:

• No definitions of abuse
• No nominated child protection representative with contact details
• The Child Protection Policy belongs to a regional or national group (a local group must submit its own).

CRB Checks (where applicable):

• We only require confirmation of CRB Clearance (occasionallly original certificates are sent).

Insurance:

• No employer's liability provided (further clarification to be provided on this)

Application Form:

• Not signed
• Not all questions answered
• Guidelines not read before making the application
• Funds requested for purchases that have already occurred (we cannot fund retrospectively)
• Charity numbers incorrect (occasionally)
• Description of the project or activity not sufficient to satisfy an assessor of eligibility
• Budget breakdown too vague - quotes are sometimes required to support the application
• Contacting you - to help us contact you quickly, it is useful if several methods of contact are provided e.g. alternative telephone number, e-mail address, mobile number etc.

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What is a Constitution?

A Constitution is a simple set of rules for your group which sets out a common framework that ensures everyone is working towards the same goals. Your constitution must be signed and dated to show that is has been agreed and approved by your group.

Areas to be covered in the constitution:

• Is the activity of the organisation charitable?
• Is the membership open to all?
• How many people are on the committee?
• What officers does the organisation have?
• What powers does the organisation have? (e.g. power to hold land)
• Does the organisation require two signatories for their cheque book?
• Does the constitution have an appropriate dissolution clause? (If the group closes any remaining assets should be passed to another charitable body (often in the same area or doing similar things)

Example Constitution

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What is a Dissolution Clause

It is essential that individuals are not able to profit from the dissolution of your group, and to ensure that small groups cannot make decisions about dissolving without the agreement of the majority of the membership. A dissolution clause is a statement that any remaining assets will be passed to another charitable body (often in the same area or doing similar things) and how this will be done.

Example of a Dissolution Clause

The group may be dissolved at a general meeting by agreement of at least two thirds of members present and voting.
In the event of dissolution, members of the Management Committee shall be responsible for the winding up of the affairs of the group. After payment of all debts and liabilities, the group shall transfer all remaining assets to another local voluntary, community or self-help group with similar objects.

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What is a Powers Clause?

A Powers Clause forms part of the Constitution. Your group must give itself the ‘power’ to carry out tasks necessary for the achievement of its aims and objectives, including the power to apply for funding and employ staff (if applicable).

Example of a Powers Clause:

To achieve its aims, the group may:

• Raise funds by any lawful means except permanent trading
• Apply to external funds in furtherance of the objects
• Co-operate with other voluntary, community or statutory organisations to
further the objects and exchange information and advice
• Recruit volunteers in furtherance of the objects
• Buy, lease or hire any property or equipment in furtherance of the objects
• Promote the work of the group and its activities
• Do anything else within the law which is necessary for the achievement of the objects

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Accounts - what we require from you

We require an up-to-date record of your group's finances.

If you have been running for over a year we would expect to see a full set of accounts signed by a member of your management committee. If you are a new group (less than 12 months old), you can supply 2 bank statements plus an annual budget showing estimated income and expenditure for your group authorised by the Treasurer. If another group has agreed to accept the cheque on your behalf we need to see a copy of that group’s latest accounts.

Note: If your group has unrestricted or free reserves of more than 12 months unrestricted expenditure it is unlikely that you will receive a grant from us unless you can satisfactorily explain to us in writing why your project cannot be supported from these funds.

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About References (Applicable to Local Network Fund only)

A reference is required from an independent referee who can support the project. A reference form will be forwarded to the referee provided on the application form. The referee will be required to answer specific questions about the group and must be aware of the child protection policies for the group.

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What is a Child Protection Policy?

If you are applying for a project that works with children and young people and/or vulnerable adults, you will need to enclose a copy of your group’s Child Protection Policy and/or Vulnerable Adults Policy. The Child Protection Policy must detail the group's commitment and responsibility to child protection. See the example of a Child Protection Policy (right).

Definitions of abuse

The Child Protection Policy should contain the four types of child abuse, namely:

Physical abuse:

The intentional, non-accidental use of physical force on the part of a parent/primary carer or care giver that aims to hurt, injure or destroy that child.

Emotional abuse:

The persistent emotional ill treatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to the child that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may involve causing children to frequently to feel frightened or in danger, or the exploitation or corruption of children.

Sexual abuse:

The involvement of dependent, developmentally immature children or adolescents in sexual activities they do not truly comprehend, or to which they are unable to give informed consent, or that violate the social taboos of family roles.

Neglect:

When chronic inattention is given to the child by their parents/primary carers or care givers in the areas of medical, educational, stimulative, environmental, nutritional, physical or emotional needs.

Child Protection Representative

The group must name a Child Protection Representive(s) who will act appropriately when an allegation/suspicion of abuce is reported. See example of Child Protection Policy

Liability Insurance

Public Liability

All organisations, even voluntary, have a legal responsibility towards employees, volunteers and the public. Liability insurance is designed to pay any compensation and legal costs that occur if an employer is found to be at fault. Public Liability Insurance must be taken out before a grant award can be made. The Foundation can make an interim payment prior to a grant being awarded. Conversely, if your group pays for this insurance and your application is unsuccessful, you will be reimbursed for the amount.

Employer Liability (Applicable to Local Network Fund only)

If you employ anyone or have volunteers it is most likely that you will need to have Employers' liability compulsory insurance (ELCI).

Do I need Employer's Liability? (Applicable to Local Network Fund only)

If you have adequate cover with your public liability insurance, you may not be required to take on additional Employer's liability. You are advised to check this with your insurance company. See also the link for Practical advice about Liability Insurance from Business Link.