Good Practice: Promote the Program

• Develop guidelines for the program.
• Provide the same information package to all prospective applicants.
• Develop strategies to ensure high level awareness of the grants program.
• Lodge grants program details on www.communitybuilders.nsw.gov.au.

Guidelines and Resources

Content of Guidelines

Guidelines for a grants program should contain the following information.

General program information

• A description of the agency and of the specific grants program in the context of the agency's core business and Results and Services Plan and any relevant legislation.
• The opening and closing dates for applications.
• An indication of the amount and type of funding likely to be available under the program.
• A broad description of the types of projects which would meet the program's objectives or of the specific kinds of costs which may be eligible for funding.
• The required monitoring and reporting activities for grants recipients.
• The type and minimum level of insurance cover, if any, required to be held by recipients of funding.

Specification of any services to be provided

• A clear statement of the objectives of the program and the community needs it is intended to address, consistent with the program objectives and needs established during the planning process.
• If re-current funding is envisaged then provide details of multi-year funding and performance agreements.
• Provide details of performance criteria and service standards which will be expected and monitored during the funding term.
• Outline clearly the agreed purpose, form and timing of monitoring.

Eligibility and selection criteria
Criteria should be designed to permit an objective assessment of all the relevant factors and should encompass:

• Consistency of the proposal with program objectives.
• Capability of the applicants - the experience of the applicant organisation, management expertise, specialist skills, community support, capacity for innovation.
• Technical aspects of the proposal - the infrastructure and technical capacity to fulfil the project requirements.
• Financial arrangements.

Procedural information

• A description of the assessment, approval and notification procedures and the time frames involved.

For services funding programs also include:

• Contractual aspects - the costs and benefits of any contractual variations proposed.
• The existence of processes for ensuring customer service, including quality controls, internal evaluation processes, consumer feedback and complaint handling procedures.
• A copy of the funding and performance agreement.

Develop strategies to ensure high level awareness of the grants program

The nature and objectives of the grants program will inform how and to whom the availability of funding is to be promoted. Strategies should take into account the most cost effective means to reach all potential applicants. Strategies to promote the program include:

• Main stream newspaper (city and regional) advertisements in accordance with Government advertising policy.
• Letters to local government councils, peak and/or targeted non government organisations.
• Providing information on the agency's website and on the funding and awards section of www.communitybuilders.nsw.gov.au.

Website access to information about all NSW Government grants programs

Since September 2005, the Government has provided a single point of electronic access to information about NSW Government community grants programs through www.communitybuilders.nsw.gov.au.

The site provides non government organisations and community groups with a planning tool to know what programs are available and when. It contains all the NSW Government grants programs together with some Commonwealth Government and some institutions and corporate philanthropic programs.

A comprehensive search engine allows users to search for programs using key word, subject or grant giving agency name. Each grants program includes a program summary, whether the program is open or closed, key dates, who can and can't apply what will be funded and how much funding is available. Hyperlink access is also provided to each grant giving agency's website to download more detailed information if required.

Site users can join a free email list to receive a monthly email update of funding and awards programs closing in the next 90 days.

Agency grants managers are provided with login and password access to the site to enter and maintain their grants program information.

communitybuilders.nsw does not replace the information about funding programs provided on agency websites. Agency websites will remain the most comprehensive source of information. The information on communitybuilders.nsw leads people to information on agency websites. The site is maintained by the Department of Community Services, and a small annual fee is charged to participating agencies to cover web administration costs.

Contact: webkeeper@communitybuilders.nsw.gov.au or Melissa Stewart, ph: 02 9716 2846.