A Guide to Grants &
Grant Writing
Scouts Australia Victoria
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
p
g
p
z New equipment
z Training and develop new skills
z Upgrade hall facilities
z Promotional initiatives to grow the group
z Sponsor new members from disadvantaged backgrounds
z Sponsor new members from disadvantaged backgrounds
z Subsidise the costs of running the groups activities – transport, fees,
accommodation
z Provide funding for outreach/community projects for example trees
for plantings
z Subsidise attending major events such as jamborees
z Subsidise attending major events such as jamborees
Who makes Grants and Why ?
z 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
z Philanthropic Trusts
p
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.
z 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
t
it t
ti i
t i th
it
opportunity to participate 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.
g
y
Who are the grant makers?
z Philanthropic Trusts &
p
z Service Clubs
Foundations
www.philanthropy.org.au
e.g. The Myer Foundation
www.myerfoundation.org.au
Th I P tt F d ti
z Service Clubs
Rotary Australia (www.rotary.com.au) Lions Australia (www.lionsclubs.org.au)
z Corporate In Kind
The Ian Potter Foundation The Shane Warne Foundation
http://www.tswf.com.au
Corporate Trusts
z Corporate In-Kind
Ritchies & IGA Woolworths Coles
BP
p
The Sony Foundation Mazda Foundation
z Government Departments
BP
z Local Councils
e.g. City of Greater Dandenong
www greaterdandenong com au
z Government Departments
Department of Planning and Community Developmenthttp://www.grants.dvc.vic.gov.au/
FaHCSIA Volunteer Grants
www.fahcsia.gov.au
Where can we find grants?
z Community Builders
www.communitybuilders.nsw.gov.auz Scouts Victoria
www.vicscouts.asn.au co u tybu de s s go auAll types, free
z OurCommunity
www.ourcommunity.com.au
www.vicscouts.asn.au
z The member section of the website has a section with information for further reference and up to date lists of grants available
z Victorian State Government
Some free resources, including media lists
$55/year for access to Easy Grants database and monthly newsletter
z GrantsLINK
z Victorian State Government
http://www.grants.dvc.vic.gov.au/
http://www.dpcd.vic.gov.au/home/grants
z Corporate Web Sites
G
www.grantslink.gov.au
Federal and State Government
z FundSeeker
z Corporate Web Sites
Example: www.woolworths.com.au
Community Grants page
www.fundseeker.com.au
Online magazine $25/year membership fee Some free resources
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
z List all the government bodies you deal with, and talk to them or search their
websites for grants.
z List any foundations that you know specialise in your area of expertise.
z List the agencies or bodies that aim at dealing with the problems or issues that fall
i t
into your areas.
z 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.
z T lk t
l
d h
t
t
ith
d
h
i ht b
bl t h l
z Talk to groups you already have contact with, and who might be able to help.
z 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.
z Talk to your local council's community grants or community development officer
z 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.
z Talk to your State or Federal MP about government grants programs.
z Attend any seminars or talks from grant makers or experienced grant seekers
z Attend any seminars or talks from grant makers or experienced grant seekers.
Which grants do we apply for?
z Find a match between a project/activity you need funds for and the
funding criteria of the grant Many grant bodies have specific target
funding criteria of the grant. Many grant bodies have specific target
groups or project areas in mind each year.
z Read criteria and guidelines thoroughly.
Fi d
if
h
i
l
i
d f
di
f
h
z Find out if you have previously received funding from the grant
maker as there may be restrictions on subsequent funding.
z Check deadlines including methods of submission (i.e. post or
email).
z Verify that you can provide all requested material (i.e. letters of
support, building quotes, research data).
pp
g q
)
z If you are unsure about any of the above, contact the grant making
organisation and verify your eligibility.
What basic information is needed?
z Organisation
Scouts Australia Victoria 152 Forster Road
z Proof of Tax Concession Charity (TCC)
Status
C tifi t i il bl th S t Vi t i b it 152 Forster Road Mt Waverley VIC 3149 P O Box 774 Mt Waverley VIC 3149 Phone: 03 8543 9800 Fax: 03 8543 9899Certificate is available on the Scouts Victoria web site.
z Contact Information
Your local Group or Group Leader’s details.
z A
l R
i
Web address: www.vicscouts.asn.au
z ABN
39 662 387 026
ABR registered name: SCOUT ASSOC OF AUST VICTORIAN BRANCH
z 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.
VICTORIAN BRANCH
z 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
il bl f S Vi i C M W l
z Most Recent Financial Report
Hard and electronic copies can be obtained from Scouts Victoria Centre, Mt Waverley.
z Letters of Support
available from Scouts Victoria Centre, Mt Waverley.
z Proof of Deductible Gift Recipient (DGR)
Status
Certificate is available on the Scouts Victoria web site.
Templates for letters of support from Local MP’s and others are available from Scouts Victoria.
z Signatures for Declarations
Some grants require the signature of the CEO of the Organisation please give us a enough notice to be able to 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 b i f d i ti f i ti z A brief description of your organisation z A case for support
z A description of the proposed project z A budget
1 - A brief description of the organisation
z 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.
z Include short relevant descriptions of the qualifications and experience that your group have in the area for which p q p y g p program funds are being sought.
2 - The case for support
z 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
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
z Tell the story: A relevant and evocative case study illustrating the issue will help to drive your points home. z 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. relation to the project for which you are seeking support.
What to put in the submission continued
3 - The proposed project
z This is where you show that you've developed a clearly defined, creative, achievable and measurable strategy to address the issue/s previously described.p y
Your application should include: z Clearly defined aims and objectives.
z The methodology - how the objectives are to be achieved. z Evaluation - how the success of the program will be measured.
4 - The budget
z 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 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
z The guidance notes above are designed to provide an indication of the basic components of a typical grant z The guidance notes above are designed to provide an indication of the basic components of a typical grant
application.
z 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.q y p
What do these terms mean?
z “Organisation”
Scouts Australia Victoria will always be the “applicant” or “organisation” as it is the legal entity Any questions
z “Aims” & “Objectives”
These two terms are often interchangeable and refer to the effects you believe your project will have on the organisation as it is the legal entity. Any questions
about “the organisation” should be answered in terms of Scouts Victoria.
z “Project”
In every case, the “project” will be your Scout Group and
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.
y p j y p
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.
z “Target Group”
z “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.
z 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.
z “P t ”
z “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 or a funding body, and
z “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
f f di b di ill t t th i ti
be ade by you o ga sa o o a u d g body, a d should always be noted in the budget as both as expense and an income item.
z “Project Plan”
A project plan can be as simple as a bullet pointed list
b t t b i d i h l i l d A d
of funding bodies will want to see other organisations involved in the project.
but must be organised in chronological 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
z
Expenses
List all of the expenses of the project with as much detail as possible
z Income
List all of your sources of cash income for the project including future fundraising and other grants received for detail as possible.
Calculate how many volunteer hours will be involved in planning, delivering, and evaluating the project.
Multiply the number of volunteer hours by $20. This
including future fundraising and other grants received for the project.
Match income sources with expenses where applicable. Your group’s contribution will be in volunteer labour 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
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 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
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
, q
Simple Budget Table
Budget Item CDSE Other funding
sources Salaries (specify position):
In-kind Volunteer labour 200 hours @ $20/hr
4,000
Fees (specify – egg, sessional staff, tutors etc):
Kayak instruction to certify 6 adult volunteers
3 200
Kayak instruction to certify 6 adult volunteers3,200
Administration:
Research and interview potential instructors
500
Program costs (including telephone, stationery, postage, audit,
3 000
g ( g p , y, p g , ,
promotion):
Fuel and vehicle maintenance costs for travel to activity locations
3,000
• Capital equipment:
5 new kayaks, 1 used trailer
5,000
• RentN/A
• Other (please specify):
Food for day and overnight trips
2 500
Food for day and overnight trips2,500
Total funds
Balanced Budget Table
EXPENDITURE INCOME
Item Cost ($) Source ($) Amount
5 new 2-man kayaks 1 used trailer
5,000 Sony Foundation 5,000
Kayak instruction for 3 200 CDSE Grants 3 200 Kayak instruction for
6 adult volunteers
3,200 CDSE Grants 3,200
Research and interview potential kayak
i t t
500 ABC Scout Group 500
instructors Fuel and vehicle
maintenance costs for travel
3,000 ABC Scout Group 3,000
to activity locations
Food for excursions 2,500 ABC Scout Group 2,500 Volunteer labour
(200 hrs @ $20/hr)
4,000 ABC Scout Group 4,000 (200 hrs @ $20/hr)
Top Ten Tips to Remember
1. Read all guidelines and
requirements thoroughly.
6. Do not recycle past applications.
requirements thoroughly.
2. Complete every item on the
application and provide every
document requested
7. Include a cover letter on Scouts
Victoria letterhead with all hard copy
applications.
document requested.
3. Do not re-format the application or
attach materials not specifically
8. Have someone proof read your
application before sending.
p
y
requested.
4. Make sure your budget is balanced.
9. Ensure the application arrives on
time, prior to the lodgement
deadline.
5. Do not request more than 50% of
the total project cost or the
maximum amount of the grant.
10. If you have questions about the
application or difficulty with the form,
contact the grant maker and ask for
their ad ice or assistance or call
their advice or assistance or call
Catherine at the Victorian Scout
Centre on 03 8543 9807.
Grant Submission Checklist
z Is your grant submission up to the mark? Does it cover everything it needs to? Is it well written, clear and easy-to-understand?
z Before you send your submission away, work through the points on this list.
Language
z Ensure the title makes a positive statement and is not a neutral descriptor. z Check the language - is it specific, accurate, concise, and clear?
z Is the proposal written in active voice, with positive language and in the first person?p p , p g g p z Does the proposal avoid bureaucrat-style language, jargon, clichés or weasel words? z Is the proposal written mainly in short simple declarative subject-verb-object sentences? z Has it been checked for typos and bad grammar?
Layout
Layout
z Are the pages numbered?
z 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
z Has the layout got plenty of white space, and is it broken up by charts, tables, headings, bullet points, etc. z Are charts easy to understand and clear?
z If there are forms to be filled out, have all the blanks been filled in? z Are statistics and statements are documented and properly referenced? z Are any acronyms spelled out in full, at least at first use?
Grant Submission Checklist
Content
z Do you address all items in the grant giver's guidelines?
z Does the proposal assume too much knowledge of the area or too little?p p g z Does it have a clear one-page executive summary?
z Is there a cover letter describing how your project would further the grant maker's mission?
z 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?y g p
Budget
z Does the proposal contain a detailed budget that is accurate and adds up?
Message
g
z Does the budget contain a contribution from your own organisation, to demonstrate your belief and commitment? z Do you in your submission adequately demonstrate the existence (and significance) of the issue you wish to
address through your project?
z Does the proposal specify realistic and measurable project objectives? Does it contain a rundown of benefits to p p p y p j j beneficiaries and the grant maker?
z Do you explain project reporting procedures in your submission?
z Do you show that your group can deliver the project, and why it is the best group to do so?
z Does the proposal show why this project is unique, innovative, and different from (and an improvement over) existing programs?
