2018
Frequently Asked Questions
Contents
Program Overview
1.What is the Inclusive Kindergartens Facilities Program?
2.What are the funding streams under Inclusive Kindergartens Facilities Program?
3.What is funding intended to do?
4.Who is eligible to apply?
5.Can another organisation apply on my behalf?
6.What type of projects will be considered under the Equipment stream?
7.When do applications for Round 2 of the Equipment stream open and close?
8.How much funding is available for the Equipment stream?
9.How do I submit an application?
Eligibility and Funding
10.If I applied for funding under Round 1 of the Equipment stream, can I apply under Round 2?
11.Can I apply for funding if my project would be considered for funding under other grants programs?
12.Can I submit more than one application?
13.Can I use funds to purchase additional or different equipment than outlined in my application?
14.I have already purchased, or am in the process of purchasing equipment; can I apply for funding to cover the costs of this project?
15.Will I be required to match or contribute to funding if applying for funding?
16.If there are more applications than funds available, or there are not enough funds to cover my entire request, can I receive partial funding?
17.What will not be considered for funding?
Application requirements
18.What information can be provided in the application for program criteria requirements?
19.Why do I have to list each item of equipment, the supplier and associated costs on the application form?
20.What information should be included in the List of Equipment Items and Costs on the application?
21.Do I need to attach cost estimates from suppliers if I have listed all equipment items and costs on the application form?
22.What information must be provided in the application for assessment criteria requirements?
23.Can I provide attachments or other supporting information?
24.The word limit is restrictive – can I prepare a larger response and reference it in the application form?
Project costs and planning
25.What should the cost estimate from a supplier include?
26.When do I have to purchase the equipment by?
27.What if the quotation and actual cost of the equipment are different?
Assessment of Applications
28.When will successful applicants under Round 1 of the Equipment stream be announced?
29.Are there other factors that the Department will take into account when assessing applications?
30.If my application meets all of the criteria will my project receive funding?
Support for applicants
31.What do I do if I am having technical difficulties with the online application form?
32.Who can I contact for further information about the grant program?
Project delivery
33.If my application is successful, what are the requirements?
34.If my grant application is successful, how will I receive funds?
INCLUSIVE KINDERGARTENS FACILITIES PROGRAM - EQUIPMENT / 1Program Overview
1.What is the Inclusive Kindergartens Facilities Program?
The Victorian Government made a commitment to establish Victoria as the Education State, where every Victorian has an equal right to the knowledge and skills to shape their lives. Part of this work is to promote inclusive practices in early childhood settings so they can better support all children, including those with disabilities or additional needs.
The Inclusive Kindergartens Facilities Program (IKFP) is part of a $61 million suite of inclusive education initiatives announced in November 2017 to strengthen inclusive education practice.
The $6.4 million IKFP will upgrade early childhood infrastructure (including playgrounds) across the state and provide grants for equipment to allow kindergartens to provide safe and more inclusive environments.
The program is split into two funding streams:
- $4 million: Inclusive Kindergartens Facilities Program - Buildings and Playgrounds
- $2.4 million: Inclusive Kindergartens Facilities Program – Equipment
2.What are the funding streams under Inclusive Kindergartens Facilities Program?
There are two streams available:
i.Buildings and Playgrounds
- for infrastructure upgrades – including playgrounds - that promote inclusive early childhood environments. Projects should support children with disabilities or additional needs to participate and engage with learning in early childhood facilities across Victoria.
ii.Equipment
- for the purchase of improved moveable (non-fixed to buildings) inclusive education equipment.
3.What is funding intended to do?
Funding for the Inclusive Kindergartens Facilities Program is intended to:
- increase engagement and improve learning outcomes for children with disabilities or additional needs through strengthening inclusive early childhood learning environments.
- promote inclusion in early childhood learning settings and teaching approaches that tailor to the needs of all learners on the same basis, including those with disabilities or additional needs.
- create innovative early childhood learning environments based on inclusive best practice and universal design.
4.Who is eligible to apply?
We welcome applications from the following entities offering a State Government-funded and registered kindergarten program:
- Local governments
- Not-for profit community organisations that are a legal entity (for example an incorporated association, incorporated cooperative or Indigenous corporation)
- Government schools
- Non-government schools registered with the Victorian Registration and Qualifications Authority or Catholic Education Commission of Victoria
NOTE: For-profit businesses are not eligible to apply.
5.Can another organisation apply on my behalf?
Yes, in some circumstances. Not-for-profit organisations in the process of becoming incorporated, or those without capacity to manage the funding, may arrange for an eligible organisation to apply on their behalf. This is known as an ‘auspice’ arrangement.
We directly fund the auspice organisation, and they agree to take the full legal and financial responsibility for the project. You can find more information about auspicing arrangements at
If you want to make such an arrangement, you are responsible for identifying an auspice organisation and working with them to prepare their application. We will not make auspicing arrangements on your behalf.
Auspice arrangements cannot be used by for-profit businesses to apply for any type of funding under IKFP.
6.What type of projects will be considered under the Equipment stream?
The following list provides examples of moveable equipment (not fixed to buildings) we will consider under the Equipment stream:
- Moveable wheelchair access ramps to support transition between play areas and entry/exit to services
- Moveable safety surfacing (e.g. soft fall mats)
- Moveable indoor/outdoor sensory equipment
- Moveable adjustable/inclusion tables and chairs to suit all abilities
- Moveable adjustable change tables
- Mobility stools
- Toilet frames/steps
- Adjustable walking frames
- Writing slope wedges
- Wadding/protective padding for building structures, e.g. verandah posts
Items not listed above in the ‘examples of funded items’ can be considered depending how closely they align to the program principles and the assessment criteria in the Program Guidelines.
7.When do applications for Round 2 of the Equipment stream open and close?
- Applications opened12 April 2018
- Applications will close 11 May2018
8.How much funding is available for the Equipment stream?
Funding is available for projects from $2,000 to $10,000.
9.How do I submit an application?
Applicants for the Equipment stream must apply online through the SmartyGrants system at
You must complete all sections of the application form to be eligible for consideration.
Applications to Round 2 of the Equipment stream will close 11 May 2018.
You can make changes to your application any time until you submit your application.
The Victorian School Building Authority (VSBA) will not consider late applications.
Eligibility and Funding
10.If I applied for funding under Round 1 of the Equipment stream, can I apply under Round 2?
Yes, however you should only apply for items that you did not apply for in Round 1.
11.Can I apply for funding if my project would be considered for funding under other grants programs?
No. Projects that would be considered for funding under other grants programs are not eligible for this funding and will not be considered.
If you are unsure whether you can apply, please contact the Inclusive Kindergartens Facilities Program via email () to discuss further.
12.Can I submit more than one application?
Organisations can submit an application under both streams of the Inclusive Kindergartens Facilities Program.
However, your organisation may apply for only one application per facility under each stream (i.e. one application for Buildings and Playgrounds and one application for Equipment).
13.Can I use funds to purchase additional or different equipment than outlined in my application?
No. Successful applicants can only use their grants to purchase equipment outlined in their application and in accordance with the funding agreement.
14.I have already purchased, or am in the process of purchasing equipment; can I apply for funding to cover the costs of this project?
No, funds are not available from the Inclusive Kindergartens Facilities Program for retrospective assistance.
To remain eligible for funding, applicants must not purchase equipment proposed in their application prior to being informed of the application outcome.
15.Will I be required to match or contribute to funding if applying for funding?
No, projects that require additional funding sources or co-contributions are not eligible for this funding and will not be considered.
16.If there are more applications than funds available, or there are not enough funds to cover my entire request, can I receive partial funding?
No, in order to support the financial viability of proposed projects, proposals will not be partially funded.
17.What will not be considered for funding?
Funds are not available under the Equipment stream for:
- Non-moveable equipment (permanently fixed to buildings)
- Information technology costs
- Staffing costs
- Reimbursement for equipment already purchased
- Equipment purchases that require additional funding sources or co-contributions
- Equipment with a total estimated cost greater than $10,000
Application requirements
18.What information can be provided in the application for program criteria requirements?
Applicants are required to submit a detailed application and the information we will consider is listed in the Supporting Documentation under Section 4 and in Appendix B of the Program Guidelines.
Please note that the list is not exhaustive any information provided which outlines the scope and intended benefits of the proposed works and how they support the program principles, will be considered in assessing the merit of your application.
19.Why do I have to list each item of equipment, the supplier and associated costs on the application form?
All applicants are required to provide itemised individual costs to demonstrate all expenditure is eligible under the Program Guidelines.
Entering a list of equipment and cost on the application form, will provide a consolidated list of all items requested and will automatically calculate the ‘Total Grant Amount Requested’.
20.What information should be included in the List of Equipment Items and Costs on the application?
You should include the Trading Name and ABN of the supplier providing the cost estimate, the item description (as stated by the supplier), the quantity of the item required and the unit price (GST Inclusive) per item.
If there are any shipping/freight costs, please include these for each supplier under the ‘Shipping Costs’ section of the application form.
The information you enter on the application form will automatically calculate the ‘Total Grant Amount Requested’.
21.Do I need to attach cost estimates from suppliers if I have listed all equipment items and costs on the application form?
Yes. Applicants MUSTprovide cost estimates as received from the supplier, to support requested/projected amount(s) as part of their application.
22.What information must be provided in the application for assessment criteria requirements?
The following assessment criteria will be used to prioritise projects for funding.
Equipment stream:
1)Demonstrate the current and future demand for the proposed purchases.
2)Demonstrate how the proposed purchases develop and/or enhance the inclusiveness of the kindergarten environment. This may include:
improving learning outcomes for children with disabilities or additional needs.
supporting teaching approaches that promote inclusion in classroom organisation and/or outdoor activities.
23.Can I provide attachments or other supporting information?
Yes. However, please note that any attachments provided not directly referenced in the relevant response will not be considered in assessing the merit of your application.
24.The word limit is restrictive – can I prepare a larger response and reference it in the application form?
No. For the purposes of consistency and transparency all merit assessment criteria responses must be completed in the assessment form provided.
Project costs and planning
25.What should the cost estimate from a supplier include?
The cost estimate MUST include:
- The Trading name of the organisation providing the cost estimate;
- An Australian Business Number; and
- Itemisation of individual costs to demonstrate all expenditure is eligible under the Program Guidelines.
The cost estimate may be provided on letterhead of the supplier, or an online cost estimate (e.g. copy of a shopping cart from the suppliers website) and must include each individual item, quantity requested and cost.
Where there are multiple suppliers for cost estimates, one cost estimate per supplier can be attached.
26.When do I have to purchase the equipment by?
The purchase of equipment and the submission of acquittal documentation, must be completed within three months of executing a funding agreement.
27.What if the quotation and actual cost of the equipment are different?
If the actual cost of the equipment is:
Less than the quoted costs in your application
If the actual cost is less than the quoted costs in your application, any funding which remains unexpended at the completion of the equipment purchases must be repaid by the funding recipient to the Department of Education and Training (DET).
More than the quoted costs in your application
If the actual cost is more than the quoted costs in your application, the Department does not hold additional funding to meet cost overruns for the purchase of equipment. If for some reason the equipment does cost more than the grant amount received, the funding recipient must meet the additional costs.
Assessment of Applications
28.When will successful applicants under Round 1 of the Equipment stream be announced?
- We expect successful Round 1 applications to be announced in the coming weeks.
- All Round 1 applicants will be notified of the outcome of their application before Friday 11 May 2018.
29.Are there other factors that the Department will take into account when assessing applications?
Yes. The Assessment Process will involve a number of key internal stakeholders who will be consulted to provide insight into the alignment of applications to organisational strategic objectives, the fit of applications against the program principles and potential compliance issues.
30.If my application meets all of the criteria will my project receive funding?
Not necessarily. All applications received will be assessed against the assessment criteria. A distributional balance of funding across Victoria will be taken into consideration in the allocation of grants from this program.
Consideration will also be given to the geographic distribution of grants, with an objective to ensure all metropolitan, regional and rural areas have access to grants.
Support for applicants
31.What do I do if I am having technical difficulties with the online application form?
Please contact SmartyGrants Support Desk:
Email:
Phone:(03) 9320 6888
This service is available Monday to Friday, 9am to 5pm (Eastern Standard Time).
32.Who can I contact for further information about the grant program?
For assistance, please contact, the Inclusive Kindergartens Facilities Program:
Email:
Phone:(03) 9637 3462
Project delivery
33.If my application is successful, what are the requirements?
Successful Equipment grant applications will be funded subject to the execution of a funding agreement. They will be required to:
- sign a funding agreement to be executed by the VSBA
- submit the completed acquittal form including supporting evidence within agreed timeframes
Recipients of an Equipment grant will be expected to purchase the equipment and submit acquittal documentation within three months of executing a funding agreement.
34.If my grant application is successful, how will I receive funds?
Equipment grant funds will be paid to successful applicants via an electronic funds transfer to a nominated account.
INCLUSIVE KINDERGARTENS FACILITIES PROGRAM - EQUIPMENT / 1