When Session What

11:10Session One:Introductions[30min]

- What brings you to this workshop? - Expectations?- Previous experience - Question- Objectives

11:40

Session two:Grant Writing Basics

- Project Planning- Essential ingredients- Exercise- Essential ingredients of a good grant- What are donors looking for?- Common mistakes- Questions

Session three:Budgeting

- Allocating resources- Writing budget sections- Sample- What to do about overheads- Monitoring and evaluation- Resources

1:00 LUNCH [40m]

1.40 Session four:Finding the right grant[40min]

- Key sources of grant funding - Features of grants programs - Finding grant opportunities, including: Examples of funding sources- Choosing the right grant: Eligibility criteria- Group Exercise- Other approaches/assistance

2:00 Session five:10 tips for better

applications [35min]

- Hand out and discuss “10 tips for better applications” flyer- Questions- Feedback / discussion by participants.

3:40 Closing [20min]

Closing, evaluation round, thankyous

Agenda

Humanitarian Crisis HubJanuary 2013

What brings you here today

Expectations

Previous grant writing experience

Question: If I was a donor - why should I fund your organisation?

Grant writing is a key resource – many large NGOs have full time grant writers on their permanent staff

Finding a grant can be like searching for a job – use your networks, be patient and consider every opportunity

Donors want to fund your projects ... make sure you give them everything they ask for

Your organisation should already have:◦ A vision/mission statement◦ Stated goals of the organisation

To achieve these goals you may one or a number of programmes that are:◦ Proposed, in-progress, completed or underway

Each programme may have multiple projects◦ Each discrete project aligns with programme aims;

goal/s; organisational mission/vision At this stage you are likely applying for

project funding

Specific Measurable Achievable Realistic Time-bound

Programme: Regional Protection and Livelihood Programme

Project Title Objective

Protection capacity training project

To strengthen the capacity of community to address protection issues through the delivery of 20 training sessions for 25 participants (per session) in 4 locations by Nov 2013

Small scale livelihoods project

a) Run 1 train the trainer livelihood program for 6 community leaders by March 2013; b) To provide seeds/tools to trained community leaders to facilitate 2 training sessions with 10 local community members (per session) by Dec 2013

Advocacy project To develop a protection advocacy handbook in conjunction with local authorities that is translated into two local languages by July 2013

Adapted from Danish Refugee Council, DANIDA funded programme

Your project must have:

◦ A clear narrative (explanation) ◦ Justification : why this project needs to be funded

and why it is best done by your organisation◦ Timeframe for expected outputs◦ All expected inputs (human resources, in-kind

support etc) needed to achieve the stated outputs◦ Budget*◦ A proposal for monitoring/evaluation*

* Will be discussed later in workshop

You have 15 minutes to draft a project*◦ Give the project a name◦ Consider the project’s objective◦ What will you need to run the project◦ How long will it take◦ Explain how your project is competitive over others

You do not at this stage need to think of budget or monitoring/evaluation

Then we will assess the project from the perspective of a donor or grant assessor

[* alternatively use an existing project]

In addition to the project donors will also be assessing your organisation; its reputation and track-record

Applications that do not meet all the selection criteria will be rejected without consideration

High quality applications that address the selection criteria, meet funding guidelines and include requested supplementary material have the best chance of success

Application does not highlight your past success and future potential

Application rejected outright as ineligible:◦ Project does not meet donor criteria and/or align

with donor objectives and guidelines◦ Application not delivered on time◦ Incomplete application - needed to attach annual

reports, constitution, budgets, TFN/ABN and registration (if needed)

Too ambitious An obvious cut & paste from another

application

Read all material properly Know the donor/funding body

◦ If you don’t know enough – learn about them Make your application specific to the donor Increase your competitiveness

◦ Consider partnerships◦ Showcase your organisation’s work & potential◦ Highlight what you can offer over others

Know the donor/funding body◦ If you don’t know enough – learn about them◦ Should I call or approach a donor?

The budget is the back-bone to your application

Those assessing applications will quickly notice if your budget is fair and accurate ... this will impress upon them your organisation’s credibility

When scoring or assessing applications a certain percentage will be allocated to the budget so follow these tips to make it perfect

It is vital that proposed activities, timeline and budget align

This way your budget matches what you intend to deliver

Some donors will have specific rules, for eg:◦ Procurement of items may require quote(s)◦ May/may not allow for running costs and capital

expenditure

You can group items under sub-headings Include in-kind contributions

◦ Cost of volunteer hours◦ Donations of service/support

Recognise other funding bodies/financial inputs

Explanatory notes are a good way to explain budget lines

Do all your sums add up?

Income Expenditure

Donations $525.00 Administration $500.00

In-kind support(includes volunteer hours, training room & trainer)

$1,000.00 Printing of training materials/advertising

$1,000.00

Funding from another donor

$1,000.00 Catering $2,000.00

Transport costs for participants and accommodation

$1,500.00

Total income $2,525.00 Total expenditure $5,000.00

Shortfall requested from donor: $2,475.00

Sample Budget – Advocacy Project

Don’t leave any questions unanswered:◦ Include a footnote/explanatory note as to why

transport and accommodation costs are needed◦ For e.g. “2-day training so participants require

overnight accommodation”

For big costs like catering you may need 3 quotes to show value for money

Show all other funding sources and explain whether they are confirmed or in process

Overhead costs are the everyday expenses of running an organisation

Rules vary on how to budget for overheads so check funding guidelines carefully

Capital expenditure are big items like computers, building costs etc◦ Sometimes you can budget for a part of these

costs if they will be used for the proposed project◦ You cannot ask different donors to pay for the

same costs

Also known as ‘accountability reports’ Demonstrate project delivery Ranges from a full audit/external evaluation

(for large grants) to a short report or letter Let the donor know:

◦ Any publicity/media or even your own photos (even better if linked to your website)

◦ Attendance figures◦ Feedback from attendees

From a one-off event or project, show any sustainability or ongoing benefit of funding

Humanitarian Accountability Projecthttp://www.hapinternational.org/resources/default.aspx

International Council of Voluntary Agencieshttp://www.icva.ch/

ACFID Code of Conducthttp://www.acfid.asn.au/code-of-conduct

AusAID Office of Development Effectivenesshttp://www.ode.ausaid.gov.au/

Adapted from a presentation by David Orbach

Grants & Tender CoordinatorSpectrum Migrant Resource Centre (MRC)

Key sources of grant funding • Features of grants programs• Finding grant opportunities, including:

• Examples of funding sources

• Choosing the right grant• Eligibility criteria and auspicing

• Group exercise• Other approaches/assistance

GovernmentPrivate

Foundations

Corporate

• Applications may be invited or submitted without request

• Specific program aims, priorities and target group

• Usually individuals cannot apply• Funding is limited per project• Not everyone who applies will get funding

• Eligibility requirements• Selection criteria

• Applicants develop their own activities and suggest outcomes to be achieved

Newsletters/Mailing Lists• Local council – mailing lists and via

http://www.mav.asn.au/policy-services/social-community/multicultural/Pages/default.aspx

• Office of Multicultural Affairs and Citizenship (formerly Victorian Multicultural Commission) - www.multicultural.vic.gov.au

• Diversity News - diversity@health.vic.gov.au • Refugee Council of Australia - www.refugeecouncil.org.au• VicHealth - www.vichealth.vic.gov.au • EasyGrants newsletter

http://www.ourcommunity.com.au/funding/grant_main.jsp

• Victorian Office of Multicultural Affairs and Citizenship• Festivals/events (check in Feb 2013), inter-faith,

strengthening communities, etc

• Local councils – multiple categories, such as community, social support, art, etc• Generally one funding round per year• Example: City of Hume Community Grants

• Human Rights Innovation Fund – Amnesty International (4 rounds per year)

• EastWeb Fund – targets refugee, asylum seeker, indigenous communities www.eastweb.org.au

Possible Funding for Community Groups

• Spectrum Seeds for Growth• Benefits newly arrived refugee and migrant

communities in Melbourne's north and western suburbs

• See COMMUNITIES section spectrumvic.org.au

• Australian Ethical Super Grants www.australianethical.com.au/community

• DIAC – Multicultural Arts & Festivals Grants and Diversity & Social Cohesion Program http://www.immi.gov.au/living-in-australia/delivering-assistance/government-programs/dscp/

• Sidney Myer Fund

Identifying an appropriate opportunity – key questions to ask when looking at a grant!

• How much funding is available for projects?

• When are applications due; do you have the time to apply?

• What is the aim and priorities of the funding program?

• What projects and organisations have previously been funded?

• What won’t be funded?

• Are you eligible?

Other issues to consider

• Experience in delivering similar projects previously

• Capacity to complete application requirements

• Ability to be accountable for grant funds received and reporting on outcomes• Reputation and credibility is important

• Be thorough in looking through the guidelines and application form

Don’t be afraid to contact the funding body with questions

Common issues effecting a group’s eligibility: Location – by local area, region, state Legal status - incorporated/unincorporated Tax status – endorsed as Deductible Gift Recipient,

income tax exempt Organisational status, eg. Not-for-profit group Other – public liability insurance, Australian

Business Number

If your group does not meet the criteria, auspicing might be an option for your organisation

• An agreement where one (lead) organisation agrees to apply for funding on behalf of a second organisation

• If application successful, the lead organisation receives, holds and manages the funding

• Understand your rights and responsibilities

• Be clear about the project you want to fund Note: not all funding bodies allow

auspicing arrangements – check guidelines!

Further resources and detail at PILCH website - www.pilch.org.au/community_org

Using the funding guidelines provided, find and briefly record the following information:

Maximum amount of funding offered to projects Due date for applications Aims of the funding program Who is eligible? Is auspicing allowed? What won't they fund? What are the key selection criteria? What needs to be submitted and how?

Report back to the group about what you found

If you can't get funding immediately, in-kind support from MP's offices & community organisations another avenue for support

• Visit your local Member of Parliament’s electorate office and ask if they can help with providing a meeting space, photocopying, assisting with mailouts, etc.

• Check with Migrant Resource Centres in your area

• Your local Council will also know which organisations can help you

• Consider partnerships (eg. AFL Multicultural Round with local clubs http://aflcommunityclub.com.au/index.php?id=605)

Australian Council for International Developmenthttp://www.acfid.asn.au/ Refugee Council of Australiahttp://www.refugeecouncil.org.au/ Victorian Government Online (see State Funding &

Grants)http://www.vic.gov.au/government-economy/

budgets-funding-rebates.html Grants Link http://grants.myregion.gov.au/

and http://www.dpcd.vic.gov.au/home/grants Philanthropy Australiahttp://www.philanthropy.org.au/ Our community http://www.ourcommunity.com.au/

10 tips for better applications & Report Back

Evaluation and Future workshops

Image: freedigitalphotos.net

Good luck with your future grant writing!

Any queries contact:

Melissa Phillipsphim@unimelb.edu.au