This Tip Sheet is designed to assist grant-seekers to prepare a grant application with the best possible chance of success. Consider each of the suggestions carefully when compiling your grant application.

THINK about the project.

Ask yourself “Why are you applying? “ Are you looking to fulfil a need, solve a problem, or create an outcome?

Call a community meeting, brainstorm the project concept. Talk to your local Council and other community groups.

PLANthe project. Think about the six key questions – What, Why, Who, How, When, How Much?

Question 1: Project Overview

This question requires a brief synopsis of the project including what will happen and when it will happen. Here you can provide a brief history of the project. If an existing project, how long has it been running and how did it start? Try to keep this to 200 words.

Question 2: Project Aims

“What” are you aiming to achieve?

Aims are broad statements of desired outcomes, or the general intentions of the project, which 'paint a picture' of your project

  • They emphasise what is to be accomplished, not how it is to be accomplished
  • They address the long-term project outcomes,i.e.they should reflect the aspirations and expectations of the project

Question 2a: Who will benefit?

Be as specific as possible and provide information including:

  • Demographic information (age ranges, gender, cultural background)
  • How many people will benefit

Question 2b: Where will the project happen?

Requires a ‘where’ answer

If your project is an infrastructure project occurring on Government land or at a Government owned asset, such as building a community garden on Council land, you need to provide evidence that you have appropriate permission and support, including:

  • Letters of support from State Government when a project is delivered on State Government owned land or facilities for example Community Halls, Recreation Reserves, State Parks, or where a project is considered the core business of government, for example State School infrastructure including playground equipment, CFA infrastructure or equipment, or land revegetation
  • Letters of support from a Local Council where a project is on Council owned land or is the core responsibility of Local Government such as repairs to Community Halls or use of Council land for a community garden
  • Letters should clearly state the purpose and the permission provided and where no financial contribution is being made by the Government body, a reason as to why the Government body is not able to provide financial support

Question 3: What will be different in your community as a result of this project?

Requires a ‘what’ and ‘why’ answer

  • What will change in the community? Paint a picture of the present situation and what will be different after this project has been implemented
  • Why is the change needed?
  • Why is this project an appropriate response?

Question 4: How will this project build, strengthen or enhance social capital in your community?

Requires a ‘how’ answer

Grants for Resilience & Wellness provides support to projects that aim to make communities stronger and healthier. It is useful to consider Question 4 in terms of the things that help to build community wellbeing and resilience and how your project will advance, support or enable these.

Some useful concepts are provided below.

Social Capital

Social capital is about the value of social networks, bonding similar people and bridging between diverse people, with a culture of mutual support and give and take (Dekker and Uslaner 200; Uslaner 2001).

The most common approach divides socials capital into three main categories:

  • Bonds: Links to people based on a sense of common identity (people within a community) such as family, close friends and people who share our culture or ethnicity
  • Bridges: Links that stretch beyond a shared sense of identity, for example to distant friends, colleagues and associates
  • Linkages: Connects people or groups with other groups in different communities or interest groups, who may hold power/resources and or decision makers, for example a community group may call on an engineering friend to assist with upgrading the new clubhouse car park

Community Indicators Victoria

The Community Indicators Victoria framework is based on a set of approximately 80 community wellbeing indicators, covering the broad spectrum of local community life. The indicators are grouped under five major domains which include:

  • Healthy, safe and inclusive communities
  • Dynamic, resilient local economies
  • Sustainable built and natural environments
  • Culturally rich and vibrant communities
  • Democratic and engaged communities
    This set of indicators is intended as a starting point for local governments and local communities so that they can identify the issues and indicators which are most important to them. Further information can be accessed at

FRRR encourages grant-seekers to visit the Community Indicators Victoria website and consider how your project may support the advancement of any of the indicators of community wellbeing listed.

Not all projects will fit into the Indicators. FRRR is available to discuss your project and its response to building social capital and resilience - we understand that it’s not always straightforward.

Question 5: How will you know that the project has achieved its aims?

Be as specific as possible and also think about how you could use the knowledge gained from measuring success beyond this grant application.

Projects can be measured in a range of ways, including but not limited to:

  • Feedback surveys of project participants/beneficiaries
  • Before and after analysis using surveys to measure change
  • Recording the numbers of participants and comparing against past or future numbers
  • Recording of demographic information of participants (age, gender, cultural background, residential postcode)
  • Photo-narrative: taking photos or giving participants a camera to record their experience
  • Ensuring that other community groups and agencies are involved and contributing to the measurements, e.g. schools contributing information about changes in attendance rates since student participation in an external program commenced

Question 6: Are you aware of any other similar programs or projects? I.e. who else is doing something like this?

Requires a ‘who’ answer

This question seeks to understand two things:

  1. Duplication of programs and services
  2. Greater collaboration and coordination between community groups and service organisations

If there are similar projects in your region, please provide names of any other programs providing similar services that you are aware of and describe any relationship or affiliation your project/organisation has. This will not exclude your project from being considered and may actually strengthen your application.

Question 7: What other community groups are involved? I.e. Who else is involved?

This question is different to Question 6. It is seeking to understand the level of support for the project from within the local community and to ensure that appropriate permissions have been granted where special authorisation is required.

  • Wherever possible, list and attach letters of support (that are written in their own words). A minimum of three is recommended
  • Letters from Members of Parliament are not considered evidence of strong local community support
  • Letters from Local Government Councillors and Executives are appropriate especially when the project is being run on Local government land or facilities or when the services/programs of the project are the usual responsibility of Local Government (see Tip for Question 2b)
  • Letters of support are required from State Government when a project is delivered on State Government land or facilities (e.g. Halls, Recreation Reserves, State Schools). Letters should clearly state the purpose and the permission provided as well as a reason as to why the Government body is not able to provide financial support
  • Note any community meetings or consultations that have occurred and list participants

Question 8: About your organisation

This question seeks information including the mission, vision, when established, Committee/Board members, number of employees and volunteers, the programs/services provided and the location/s of services.

Question 9: Project Budget

Requires a ‘what’ and ‘how’ answer

FRRR needs to know exactly how much the whole project will cost and the amount being requested in your application to FRRR.

Some key things to remember:

  • The income and expenditure totals should be the same (project income = $1,200/project expenditure = $1,200)
  • Base the budget on the entire project cost, not just the amount being requested
  • Itemise the budget expenditure so that FRRR can see the elements of the project budget (these can be grouped, for example garden products such as soil and mulch, cost of facilitators for community events)
  • Identify both confirmed and unconfirmed funding sources for your project in the income
  • If there are shortfalls in your budget, please explain this in the notes section

FRRR will look at the financial circumstances of the applicant organisation.

  • Provide explanatory notes regarding budgets/income statements for example explanation of budget surplus or term deposits to understand where funds are committed and why there may be either deficits or surplus

In-kind support and how to include in your budget

In-kind is generally classed as a contribution made to a project that has a dollar value, but has been provided as goods or services instead of cash.

In-kind may consist of volunteer hours, equipment or services. Don’t underestimate the amount of money your community is contributing to the project. Without it, the project would be unlikely to succeed and it is a clear demonstration to grant-makers that the project has community support.

  • Volunteer time should be calculated at $25 per hour. Try to estimate the number of hours that will be provided. Include this in both the income and expenditure to make sure your budget balances
  • If there is a contribution of professional services, calculate using their usual charge out rate

Example Budget

INCOME / $ / EXPENDITURE / $
FRRR GRANT REQUEST / 2,600.00 / Sleepers for garden beds x 20 / 800.00
Organisation contribution / 500.00 / Plants / 400.00
Council grant / 500.00 / Excavation/site preparation / 1,000.00
Shade cloth, irrigation / 400.00
Coordination / 1,000.00
IN KIND SUPPORT / IN KIND SUPPORT
Volunteer time to build and plant (30 hrs) / 750.00 / Volunteer time to build and plant (3 volunteers x 10hrs each @$25p/h) / 750.00
Donation and delivery of garden mulch / 150.00 / Donation and delivery of garden mulch / 150.00
TOTAL INCOME / 4,500.00 / TOTAL EXPENDITURE / 4,500.00

Supporting documentation

  • Ideally you will be able to provide a copy of your organisation’s Audited Financial Statements for the most recent financial year. If this is not possible, a copy of the most recent Profit & Loss or Bank Statement needs to be provided - secretary/treasurer reports are not adequate (unless from your group’s AGM report)
  • Attach all letters of support
  • Attach photographs where relevant
  • Make sure the authorised head of the organisation (e.g. CEO/Chairperson) signs the application
  • Make sure that the second project contact is familiar with the project and is contactable in the 2 months following the application submission

Projects with hosting arrangements with other organisations

If your project is being supported by another organisation that has appropriate legal status to hold and administer philanthropic funds, there are a number of important things that both your group and the host group should consider:

  • Why do you need a host organisation for your project?
  • The host group should be Incorporated and needs to provide evidence of its incorporation and financial history through audited statements or a Profit & Loss statement
  • Does the host partner hold relevant and adequate insurance cover for your project?
  • Does the host partner understand that it is legally responsible for the project and accountable for its effective delivery?
  • FRRR recommends that a clear Memorandum of Understanding be prepared between your group and the host partner. This helps to ensure that everyone is clear about roles and responsibilities in relation to managing and acquitting grant funds and project delivery

ORGANISATION INFORMATION

Organisation Name:
Postal Address: / Town:
State: / Post Code:
(Please attach a copy of certificate) / Don’t know? Go to
ABN / Incorporation Number:
GST – Registered / Yes ☐ / No ☐
DGR – Deductible Gift Recipient / Yes ☐ / No ☐ / (Please provide a copy of ATO Endorsement if applicable)
TCC – Tax Concession Charity / Yes ☐ / No ☐ / (Please provide a copy of ATO Endorsement if applicable)
Head of Organisation (this person MUST sign the last page or application willnot be considered)
Mr ☐ Ms ☐Name:
Position Held: / Phone No:
Email: / Mobile:
Second Contact for Application(Please provide a second contact person, with separate contact details, who is familiar with the application)
Mr ☐ Ms ☐Name:
Position Held: / Phone No:
Email: / Mobile:

PROJECT INFORMATION

Project Title:
Grant Amount Requested:
(Maximum $20,000) / Population of project location Town:
(Project location)
Town Name:
Areas of Priority (Projects must fit within at least one of these)
Improving community connectedness and social wellbeing / ☐
Community capacity building for future disaster / ☐
CATEGORY WHICH BEST DESCRIBES YOUR PROJECT(Please indicate one only)
Culture / ☐ / Economic / ☐ / Education / ☐ / Environment / ☐ / Social Welfare / ☐ / Health / ☐
CATEGORY WHICH BEST DESCRIBES THE PROJECT’S TARGET AUDIENCE (Please indicate up to three only)
All Community / ☐ / Adults / ☐ / Older People (60+) / ☐ / Families / ☐ / Disabled & Carers / ☐
Children & Young Adults (0-25yrs) / ☐ / Early Childhood
(0-5yrs) / ☐ / Children (6-13yrs) / ☐ / Youth
(13-17yrs) / ☐ / Young Adults
(18-25yrs) / ☐
Indigenous Australians / ☐ / CALD / ☐ / Men / ☐ / Women / ☐ / GLBT / ☐
  1. Project Overview: please briefly describe the project including what will happen and when it will happen

  1. Project Aims: what is the project trying to achieve?

2a. Who will benefit? (for example: the number of people that will directly benefit and/or be involved, demographic profile of beneficiaries)
2b. Where will the project happen? (If on Government Land, please describe the relationship and permissions. You can also describe the location of the project and any relevant characteristics)
  1. What will be different in your community as a result of this project?

  1. How will this project build, strengthen or enhance social capital/networks in your community? (for example: connectedness, linkages to other communities/groups, skills development, engagement in volunteering and community life, local employment, educational opportunities)

  1. How will you know that the project has achieved its aims? How will you measure the project outcomes against the project aims and changes sought?

  1. Are you aware of any other similar programs/projects? If so, are you collaborating or planning to share knowledge and experience?

  1. What other community groups are involved? Please describe community consultation and support for the project as well as any partnerships involved. Please list and attach letters of support

  1. About your organisation (mission, vision, when established, number of staff/volunteers, programs/services provided, location of services, Committee/Board membership)

PROJECT BUDGET

  1. How much will the project cost? What is the total project cost? Has any further funding been sought/secured? List in-kind support and an approximate financial value

Does the FRRR grant amount requested cover the full project cost? YES ☐ NO☐
BUDGET
INCOME / $ / EXPENDITURE / $
FRRR Grant Request
In-Kind Support / In-Kind Support
TOTAL(must balance total expenditure) / $ / TOTAL(must balance total income) / $
APPLICATION CHECKLIST
PLEASE ENSURE YOU HAVE ATTACHED THESE DOCUMENTS - All supporting material MUST be submitted with the application
Organisation Financials – either most recent profit & loss / balance sheet OR last audited statement (ESSENTIAL) / ☐
Certificate of ABN or Incorporation (ESSENTIAL) / ☐
Quotes to support budget items(ESSENTIAL for purchases of goods/services) / ☐
Letters of support for project (OPTIONAL, but highly regarded) / ☐
PLEASE COMPLETE THE BELOW CERTIFICATION - Must be signed by the Head of the Organisation
I/We acknowledge and understand that all applications become the property of FRRR
I/We agree that FRRR may provide this application to other potential funding sources
I/We agree to inform FRRR if the organisation has a significant change to its financial situation
I/We agree for FRRR to publish stories of grants funded
HEAD OF ORGANISATION
NAME: / SIGNED
POSITION: / DATED
ORGANISATION NAME:
PLEASE SUBMIT YOUR APPLICATION & ATTACHED DOCUMENTS, VIA POST OR VIA EMAIL
/ FRRR, PO Box 41, BENDIGO VIC 3552
/
Please estimate thetime taken to complete your application? / (Hrs) / e.g / 0 / 0 / 1 / (Hrs) = 1Hr
On a scale of 1= Easy to 5= Hard how would you rate this application process?