Grants to Voluntary Environmental, Sustainability and Heritage Organisations

Grants to Voluntary
Environmental, Sustainability
and Heritage Organisations
How to Complete the Application Form
Information about the GVESHO Program is available at:
• website
www.environment.gov.au/about/programs/gvesho/
For further information about this program contact:
GVESHO Program Team
Department of Sustainability, Environment, Water, Population & Communities
• email
gvesho@environment.gov.au
• telephone
1800 003 562
If you require the assistance of an interpreter, please call TIS National on 131 450, and
ask to speak with the GVESHO program Team on 1800 003 562.
© Commonwealth of Australia 2013
This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be
reproduced by any process without prior written permission from the Commonwealth. Requests and
enquiries concerning reproduction and rights should be addressed to Department of Sustainability,
Environment, Water, Population and Communities, Public Affairs, GPO Box 787 Canberra ACT 2601 or
email public.affairs@environment.gov.au
While reasonable efforts have been made to ensure that the contents of this publication are factually
correct, the Commonwealth does not accept responsibility for the accuracy or completeness of the
contents, and shall not be liable for any loss or damage that may be occasioned directly or indirectly
through the use of, or reliance on, the contents of this publication.
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Department of Sustainability, Environment, Water, Population and Communities
GVESHO 2013-14
How to Complete the Application Form
PART 1 – BEFORE YOU START ....................................................................... 3
PART 2 – COMPLETING THE APPLICATION FORM .............................................. 3
Pre-Application .................................................................................................................... 3
Section 1 Application Details ............................................................................................... 4
Section 2 General eligibility requirements ........................................................................... 4
Section 3 Current Activities and the Program Priorities ....................................................... 5
Section 4 Geographic Funding Priorities ............................................................................. 5
Section 5 Total Administration Budget of Organisation ....................................................... 5
Section 6 GVESHO Funding ............................................................................................... 5
Section 7 Declaration and Submission ................................................................................ 6
PART 3 – SAVING YOUR APPLICATION ............................................................. 6
PART 4 – SUBMITTING YOUR APPLICATION ...................................................... 7
AP P E NDIX A: G R ANT AP P L IC AT ION P R OC E S S F L OW C HAR T ............................................. 9
Grants for Voluntary, Environmental, Sustainability and Heritage Organisation Program
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Part 1 – Before you Start
Before opening the application form, make sure you have Adobe Acrobat Reader
(Version 10.1.1 or better) on your computer enabled as the default program.
It is recommended that you use a word processing program such as Microsoft Word
when completing text fields as this will allow you to check your spelling and character
count. To transfer the text from the word processing program to the application form,
select and copy the required text and paste this into the associated field.
Electronic applications are preferred. To download a copy of the form go to
www.environment.gov.au/about/programs/gvesho. If you would like to request a hard
copy application, you can do so by calling 1800 003 562.
Do not use dot points or bullets in the text fields of the application form.
Please note that staff will only be available to provide assistance or answer technical
submission enquiries until 5.00pm AEST on Thursday 20th June 2013.
It is highly recommended that you submit your application before this time.
Part 2 – Completing the Application Form
There are 7 sections in the Grants to Voluntary Environment, Sustainability and
Heritage Organisations (GVESHO) application form in addition to a ‘before you start
your application’ section. The following detailed information will help you to complete
your application.
Pre-Application
Before you start your application, a series of questions must be completed to determine
if your organisation meets the basic requirements of the GVESHO program.
Applicants must provide:
i. evidence supporting the applicant’s not-for profit status which must be saved
as an attachment and labelled as Financial Statements;
ii. the latest copy of the organisation’s annual, audited financial statement. This
must include reference to any current GVESHO or former GVEHO funding on
a separate line in the statement if a grant under the GVESHO program was
received in the previous financial year.
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Department of Sustainability, Environment, Water, Population and Communities
Section 1 Application Details
a. Applicant details – insert the legal entity name of the organisation under the
name of the organisation, any business or trading name and ABN, a copy of any
certificate of incorporation, where the organisation is incorporated under
Commonwealth, state or territory law as well as postal, street, email and Internet
addresses;
b. Authorised person details – insert the details of the authorised person, including
telephone and mobile number, and email address (where available). This should
be the person within the applicant organisation who is authorised to sign the
funding agreement with the Australian Government. In the case of a trust,
nominate the name of the trustee.
c. Contact person – insert the details of the applicant’s contact person, including
telephone and mobile number, and email address (where available). This
person should be an office holder or employee who is authorised to speak on
behalf of the organisation and contactable by phone during normal business
hours. This person will be contacted about whether the application is successful
or not.
d. Details of office bearers – insert the name and title of each office holder, for
example, President/Chair, Vice President/Deputy Chair, Treasurer and
Secretary. It is not necessary to include details of other committee members. In
the case of a trust, the names of all trustees must be provided.
Section 2 General eligibility requirements
Applicants must provide:
a. membership information including, where specified, a membership or volunteer
list including the names and addresses of any associated organisations which
are incorporated bodies (as an attachment). This includes any affiliated
organisations who comprise the applicant organisation such as state, regional or
local branches;
b. documentary evidence of the organisation’s primary objective, confirming that it
is consistent with and seeks to achieve the Program Priorities. This
documentation could include, but is not limited to, the organisation’s constitution,
trust deed or other supporting evidence that the organisation’s previous, current
and planned activities have been and are consistent with and seek to achieve
the Program Priorities.
Grants for Voluntary, Environmental, Sustainability and Heritage Organisation Program
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Section 3 Current Activities and the Program Priorities
Applicants must select activities currently undertaken by the applicant that directly
relate to the Program Priorities.
Applicants are able to select more than one activity. If an applicant undertakes
activities relating to the Program Priories that are not already identified, there is
provision to include this information in the supporting evidence field. An applicant is
also required to provide supporting evidence for ‘other’ activities.
Applicants must provide short summaries:
a. outlining the activities that the organisation is currently engaged in and those that
will commence over the funding period, how these will be undertaken, what
outcomes are expected and how these outcomes are consistent with achieving
the Program Priorities; and
b. describing the outcomes that the organisation has achieved/delivered over the
past three years and how these outcomes are consistent with achieving the
program Priorities.
Section 4 Geographic Funding Priorities
Applicants must identify which geographic category and funding priority the organisation
falls within, and provide supporting written evidence supporting this claim. Only one
geographic category can be selected.
Section 5 Total Administration Budget of Organisation
Applicants must provide a breakdown of the total anticipated administrative expenditure
of the organisation for the period 2013-14, including all administrative expenses not just
those sought to be funded under the GVESHO program.
Section 6 GVESHO Funding
a. Funding request - applicants must identify:
i. the amount of funding sought for 2013-14. If multi-year funding is sought, the
amount of funding sought in each financial year 2013-14, 2014-15 and/or
2015-16 and why; and
ii. the administrative costs for which the funds are required including the
purchase or hire of any supplementary office and non-office capital items. A
copy of quotes for capital items must be attached to the application.
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Department of Sustainability, Environment, Water, Population and Communities
b. Grant history – applicants must provide details of all funding and grants received
or granted from all other sources, including GVESHO and other department
programs, received in the last 5 years (from 2008-2009). Applicants will need to
include the name of the grant program, the department or authority issuing the
grant, its purpose, the funding period, the amount, and whether the funding has
been acquitted.
c. Other grants – applicants must provide details of all other funding and grant
applications that have been and/or will be applied for the period during which the
GVESHO funding is sought. This includes the name of the grant program, the
department or authority issuing the grant, its purpose, the funding period and
amount and when the application was made.
d. Other Income – applicants must provide details of the organisation’s other
sources of income including membership fees, trusts, donations etc.
Section 7 Declaration and Submission
a. Attachments - You may be required to attach documentation to this form to
support your application. The form will not submit until all indentified documents
have been attached. Each document should not exceed 2MB in size.
b. Declaration - The on-line application form must be certified, or in the case of a
hard copy application, signed, by the office holder or an employee with the
authority to represent the organisation.
Part 3 – Saving your Application
You can save your application at any time. The Save button (located at the very end of
the form after Section 7: Declaration and Submission) allows you to save a draft copy of
the form to your computer so that you can access the application without being
connected to the internet.
To save your application, click on the Save button, or select Save As in the file menu of
your internet program, and choose a file location on your hard drive. You may then
complete your application offline, and connect to the internet when you are ready to
submit the application.
It is recommended that you keep a saved electronic copy of your completed application
after it has been submitted for your own records.
Only information included in, or attached to, an application will be considered in
assessing an application against the eligibility criteria. Applicants are required to
address the following requirements when completing the application form.
Grants for Voluntary, Environmental, Sustainability and Heritage Organisation Program
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Part 4 – Submitting your Application
Please note that staff will only be available to provide assistance or answer
technical submission enquiries until 5.00pm AEST on Thursday 20th June 2013.
Electronic Applications
Your on-line application must be submitted by:
•
5.00pm (AEST) on Thursday 20th June 2013.
You must declare that you agree with all of the statements listed by ticking the
box provided.
To submit your GVESHO application form:
1. Click the Submit button. Any fields that are incomplete will be highlighted at the
bottom of the page and the application will not be submitted until all corrections
have been made.
2. Action any fields that require correction. Highlight the issue identified and click on
the Go to selected issue button.
3. When all issues have been addressed the application can be submitted.
If you are unable to use the on-line application form attachment tool, you may post hard
copies of attachments to the address below. Please mark all hard copy attachments
with the application identification number automatically generated when you submit your
application on-line. Note that the submission of these attachments must follow the same
process and deadlines for hard copy application form submissions.
Once you submit your application an email will be sent to the address you entered into
Section 1 confirming your GVESHO application has been received. This email will also
advise you of your GVESHO application identification number which you should retain
for future reference.
Hard Copy Applications
Completion of the declaration section and signature of authorised representative
authorises the application for submission. All hard copy applications must be post
marked by Thursday 20th June 2013. If you are using a courier, your application must
be delivered by no later than 5.00pm AEST on Thursday 20th June 2013 and must
include a courier slip dated by Thursday 20th June 2013.
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Department of Sustainability, Environment, Water, Population and Communities
If you are submitting a hard copy application please:
Post your completed application to:
or if you are using a courier, address to:
GVESHO program (Grant Services)
Department of Sustainability, Environment,
Water, Population and Communities
GPO Box 787
CANBERRA ACT 2601
GVESHO program (Grant Services)
Department of Sustainability, Environment,
Water, Population and Communities
Lovett Tower, 13 Keltie Street
WODEN ACT 2606
Please keep a photocopy of your application for your records. You will receive a
confirmation email that we have received your hard copy application along with your
application identification number shortly after the round closes.
Grants for Voluntary, Environmental, Sustainability and Heritage Organisation Program
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APPENDIX A: GRANT APPLICATION PROCESS FLOWCHART
APPLICATION
Applicant submits an application. Department acknowledges receipt
ASSESSMENT
Application is assessed against eligibility and merit criteria
ADVICE TO APPROVER
Advice is provided to the Approver on the merits of each application against the program guideline
APPROVAL
The Approver makes a decision on the application and the applicant is advised of the outcome.
Successful applications are published on the Department website and/or announced in the media.
ACQUITTAL
Applicants complete financial acquittal. Department accepts financial acquittal
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Department of Sustainability, Environment, Water, Population and Communities
www.environment.gov.au/gvesho
GVESHO Program Team:
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•
email: gvesho@environment.gov.au
•
telephone: 1800 003 562
Department of Sustainability, Environment, Water, Population and Communities