2018 ACT Youth Week Grants

Guidelines [PDF 180KB]

Guidelines

Applications open 9:00 am on Monday, 27 November 2017 (Eastern Standard Time)
Applications close 5:00 pm on Friday, 12 January 2018 (Eastern Standard Time)

Please read these guidelines carefully before completing your application online.

Introduction

In the ACT we have a proud tradition of celebrating youth and recognising the many positive ways that young Canberrans are involved within our community.

The Youth InterACT Team in the Community Services Directorate (CSD) are pleased to announce the availability of the 2018 ACT Youth Week Grants. These Grants are a component of the ACT Government Youth InterACT initiative.

ACT Youth Week (formerly National Youth Week) is a week-long celebration of young people (aged 12 - 25 years). The 2018 ACT Youth Week will be held from Friday 13 April to Sunday 22 April 2018.

ACT Youth Week provides young people with the opportunity to express their ideas and views, and act on issues that impact on them and their peers. It is also a time to celebrate, to have fun and highlight the positive contributions young people make to their community.

In 2018, events in Canberra will be organised to celebrate and recognise the contribution of young people.

The ACT Youth Week Grants are based on youth participation and encouraging young people to develop, implement and facilitate youth focused projects in the ACT community.

Aim

The 2018 ACT Youth Week 2018 Grants are available to assist groups of young people to organise events for other young people. These Grants provide funding for innovative new projects that enable young people aged 12 – 25 years old to lead and participate in community development activities targeted for other young people in Canberra and the region.

There are many ways that an activity, event or project could be facilitated. For instance through:

  • Building supportive connections between community members using sport, recreation, cultural and creative activities and events;
  • Organising and running events;
  • Increasing opportunities for young people to participate in local community events, activities and youth related causes;
  • Recognising the contribution that young people make to their local communities; and
  • Increasing opportunities for young people through the development of leadership skills, project management skills, networking encounters plus team work, communication and decision-making skills.

The ACT Youth Week Grants are managed by the ACT Government’s Youth InterACT team. For further information about the Youth InterACT please conduct the Youth InterACT team during business hours on (02) 6205 3064 or email youthinteract@act.gov.au

Our funding priorities

Applicants are strongly encouraged to demonstrate how their activity/event/project aligns with increasing young people being socially included in the Canberra community whilst celebrating young people.

Objectives of 2018 ACT Youth Week

The 2018 ACT Youth Week Grants will be provided to eligible applicants/organisations whose proposal meets one or more of the following criteria:

  • Encourages a range of young people to get involved in their local community and increases their personal and professional development;
  • Provides safe, smoke, alcohol and drug free entertainment and recreational opportunities for young people in the ACT;
  • Involves young people at all levels of organisation and management;
  • Is supported by and involves the local community; and
  • Is led by young people, when an activity/event/project is supported by an agency/organisation.

Available Funding

The total amount of $25,000 (GST exclusive) is available in the 2018 funding round for eligible applicants/organisations up to $1,500 per application.

Grants are one-off for eligible projects held during 2018 ACT Youth Week (13 April to 22 April 2018).

Eligibility Requirements

Organisation/Applicant Eligibility Requirements

To be eligible, applicants must meet all the following criteria:

  1. The applicant organisations must be one of the following;
  2. A not-for-profit corporated association or company; OR
  3. A not-for-profit organisation with other legal status; OR
  4. A not-for-profit orgnaisation in an auspice arrangement with one of the above OR
  5. An ACT Government school, Independent schools, Catholic schools and tertiary school.
  6. The applicant is a young person between 12-25 years of age who resides in the ACT or attends school in the ACT (includes tertiary);
  7. Activity/event/project will be located primarly in the ACT and for the benefit of ACT residents between 12-25 years of age;
  8. Have no overdue reporting obligations for any previous ACT Government grants including:  evaluations, acquittal reports and audited financial statements.

Organisations that are not incorporated must be auspiced by an incorporated entity with an Australian Business Number (ABN).

Only one application per eligible applicant/organisation is allowed.

Obligations of Auspicing Body

The auspice body is an organisation that accepts legal responsibility including financial accountability for a project. If your organisation is not a legal entity you will need to arrange for an organisation that has legal status to act as an auspice.

The auspicing body will:

  1. Contract directly with CSD for the receipt of grant funding, in accordance with the Grant Guidelines and Letter of Offer.
  2. Disburse grant funding to the auspiced party in accordance with the Grant Guidelines and Letter of Offer and not unreasonably withhold funding from the Auspiced Party for the implementation of the Project.
  3. Comply with all grant funding contractual obligations, including the provision of progress reports, final reports and financial acquittal documentation.

Definitions

A not-for–profit (NFP) organisation does not operate for the profit or gain of its individual members, whether these gains would have been direct or indirect. This applies both while the organisation is operating and when it winds up.

A NFP organisation is not an organisation that has not made a profit, a NFP organisation can still make a profit, but this profit must be used to carry out its purposes and must not be distributed to owners, members or other private people.

For more information please visit the Australian Charities and not-for-profit Commission, The Australian Taxation Office and the Charities ACT 2013.

Exclusions on the use of Grant Funding

The following projects/activities will not be funded:

  • projects that do not achieve the outcomes in line with the 2018 ACT Youth Week Grants objectives for young people;
  • projects that are a duplication of an existing service, program, project or event;
  • projects requiring ongoing funding to sustain the project or activity;
  • projects which include retrospective funding for activities that have already taken place;
  • projects where alternative funding is available;
  • projects which have a high component of administration costs (other than research);
  • salaries where the salary form part of the organisations/individual usual responsibility, including existing but unfunded staff positions;
  • purchase or lease of real estate;
  • activities for or by a political party;
  • recurrent operating or maintenance costs for day-to-day operations of the organisation;
  • debt payment;
  • commitments such as contracts, hire purchases or rental agreements for any goods beyond the period funded;
  • capital works;
  • prize money;
  • travelling allowances; and
  • projects which are deemed to be inappropriate and offensive.

Assessment of Applications

A Panel of Assessors (the Panel) will review all eligible applications and make recommendations to the Executive Director of Inclusion and Participation. The Panel will make their recommendations based on the information provided in the application.

When your application is received, it will be checked against the 2018 ACT Youth Week Grants Guidelines to ensure eligibility against the following criteria:

  1. Priorities - The application demonstrates that the funding priorities address the aims of the 2018 ACT Youth Week Grant objectives.
  2. Capacity - The application demonstrates that the organisation/individual has the capacity to deliver the activity/event/project and manage the funding.
  3. Budget - The budget is realistic and clearly details all the expenditure for the project and demonstrates value for money.
  4. Objectives – Meets the Objectives of 2018 ACT Youth Week.

Recommendations for funding will then be made to the Minister for Youth for consideration and approval.

All applicants will be notified of the outcome of their applications in writing.

Accepting a Grant

Grant Requirements

  1. Successful applicants will be required to enter into an Agreement with the ACT Government setting out the terms and conditions for which funding will be provided, including acquittal requirements within the agreed timeframe. This Agreement will be either a Letter of Offer or a Deed of Grant.
  2. Funds may be spent only on items and activities specified in the Agreement. Any unspent funds must be returned to CSD.
  3. Grant recipients must ensure that the assistance provided by the ACT Government is appropriately acknowledged in any promotional or other materials.  ACT Government’s Branding Guidelines and “Supported By” logo are accessible at http://www.grants.act.gov.au/acknowledging
  4. If you wish to vary your Agreement in any way, you must first obtain written permission from the Youth InterACT team, Inclusion and Participation, CSD.
  5. The names, project descriptions and funding amount of all successful applications will be posted on the CSD website following the assessment process; by accepting a grant you agree to this requirement.
  6. Timelines of project outcomes must be reflected against the 2018 ACT Youth Week dates of 13 April 2018 to 22 April 2018, with the exemption for ACT Educational Institutions who may run 2018 ACT Youth Week in Week 9, 9 April 2018 to 13 April 2018, to celebrate and further promote 2018 ACT Youth Week.

Acquittal/Reporting Requirements

All successful applicants/organisations must expend the funds within the timeframes nominated in the Letter of Offer or Deed of Grant; this is normally twelve (12) months after the receipt of funds or at the completion of the activity, whichever is sooner.

An acquittal of the grant must be provided within 30 days of the completion of the grant activity, or by the date specified in the Letter of Offer. Any unexpended funds are to be returned at the time of acquitting the grant. An acquittal form and reporting form (if required) will be supplied to successful applicants with their Agreement.

We require you to keep ALL receipts and submit them with your acquittal form.

Please note: To be eligible for funding in future grants rounds, applicants must meet all acquittal and reporting requirements.

Insurance

For many projects the organisation must carry at least $10 million in Public Liability Insurance. The requirement to have insurance and the level required is determined by an assessment of the risks and liabilities of the proposal.  Usually low risk proposals are not required to have additional insurance. Applicants will be asked to provide a copy of their insurance with the application form.

Successful applicants will be notified in their Letter of Offer if additional insurance is required.

Important Information for Applicants

When to submit your application

Applications open 9:00 am on Monday, 27 November 2017.
Applications close 5:00 pm, Friday, 12 January 2018.

Applications received after 5:00 pm, Friday, 12 January 2018, will not be accepted unless an extension request has been approved by the Youth InterACT team prior to the closing date.

How to submit your application

All applications must be submitted via the online 2018 ACT Youth Week Grants Application Form at http://dhcs.smartygrants.com.au/2018ACTYouthWeek

Hardcopy or email applications will not be accepted.

If you are having any difficulty in accessing the Application Form please contact the 2018 ACT Youth Week Grants Program Officer for assistance (02) 6205 1401.

You will need to create a login to begin your application and you may begin anywhere in the Application Form. Please ensure you save as you go. If an error occurs, please contact the Community Services Directorate Service Funding Support on (02) 6205 1401 during business hours, or email DHCSContractsandGrants@act.gov.au and quote your application number.

Navigating (moving through) the application form

On the right hand side of every screen, there is a box which links directly to every page of the Application Form. Click on any page to jump directly to that page. You can also click 'next page' or 'previous page' on the top or bottom of each page to move forward or backward through the application.

Saving your draft application and returning

You can press 'save' at any point and log out. When you log back in, your draft Application Form will be saved and you can start where you left off.

Submitting your application

The submit button is on the final page. You will not be able to submit your application until all the questions are completed.

Attachments and support documents

You may wish to upload/submit attachments to support your application. This is very simple, but requires you to have the documents saved on your computer, on a zip drive, or similar. If you are not able to upload a document, please contact the Grants Program Officer for support.

Completing an application in a group/team

A number of people can work on an application using the same log in details provided that only one person is working on the application at any given time. Ensure you save as you go.

Once you have completed your application it will be submitted to the Grants Program Officer.

NOTE: The Grants Program Officer is unable to view your application until it is submitted.

ALL SUPPORTING DOCUMENTATION MUST BE SUBMITTED WITH THE GRANT APPLICATION.

If your application does not include all required documentation, such as quotes it may be deemed ineligible. You can upload supporting documentation to your application on the page after the declaration and privacy statement.

SmartyGrants provides an online help guide for applicants. This guide will explain the essential steps you need to take to complete and submit your form. The help guide is accessible at http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants

Addendum

Any additional information provided by the Community Services Directorate as part of this Grant will be posted online at http://www.communityservices.act.gov.au/ocyfs/youth-interact

In addition all applicants that have started or submitted an online application form will be notified by email to the address that was registered with SmartyGrants.

Confidentiality

All material submitted to the Youth InterACT team is provided in confidence. However, the ACT Government may promote successful applicants for the mutual benefit of the 2018 ACT Youth Week Grants and the applicant. Details of applications will not be made available to third parties without permission.

Complaints

What you can expect

A complaint is defined as an expression of dissatisfaction in relation to the application process and/or an unsuccessful application for a grant.

You or your representatives have the right to raise your concerns. This information supports us to improve services and supports your right to ask questions about the grant application process as well as decisions made in relation to an unsuccessful application.

You can expect to:

  • be treated respectfully, fairly and in confidence;
  • have your concerns dealt with as soon as possible;
  • be informed of progress; and
  • be told of the outcome.

Further information

Assistance including the use of a computer can be provided for applicants that require help with submitting their application online.

For more information please contact the Youth InterACT team during business hours on (02) 6205 3064 or email youthinteract@act.gov.au

For assistance with submitting an application through the SmartyGrants system please contact the Community Service Directorate’s Service Funding Support on (02) 6205 1401 during business hours, or email DHCSContractsandGrants@act.gov.au.