Agenda

2. Agenda

3. Grant Writing Workshop Humanitarian Crisis Hub January 2013

4. Session 1: Introductions • What brings you here today • Expectations • Previous grant writing experience • Question: If I was a donor - why should I fund your organisation?

5. Session 2: Grant Writing Basics • 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

6. Project planning • 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

7. REMEMBER: THINK SMART • Specific • Measurable • Achievable • Realistic • Time-bound

8. Adapted from Danish Refugee Council, DANIDA funded programme

9. Essential ingredients • 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

10. Exercise – Grant Writing Basics • 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]

11. What are donors looking for? • 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

12. Common mistakes • 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

13. Tips for success • 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?

14. QUESTIONS ?

15. Session 3: Budgeting • 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

16. Allocating resources • 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

17. Writing budget sections • 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?

18. Sample Budget – Advocacy Project

19. Sample Budget continued • 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

20. What to do about overheads • 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

21. Monitoring and Evaluation • 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

22. Resources – M&E/Accountability • Humanitarian Accountability Project http://www.hapinternational.org/resources/default.aspx • International Council of Voluntary Agencies http://www.icva.ch/ • ACFID Code of Conduct http://www.acfid.asn.au/code-of-conduct • AusAID Office of Development Effectiveness http://www.ode.ausaid.gov.au/

23. Session 4: Finding the right grant Adapted from a presentation by David Orbach Grants & Tender Coordinator Spectrum Migrant Resource Centre (MRC)

24. This session 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

25. Where does grant funding come from? Government Private Foundations Corporate

26. Features of grant programs 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

27. Finding grants 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

28. Possible Funding for Community Groups • 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

29. 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

30. Is it the right grant for us? 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?

31. Is it the right grant for us? 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

32. Eligibility criteria 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

33. Auspicing 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

34. Group Exercise 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

35. Other approaches/assistance 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)

36. Resources • Australian Council for International Development http://www.acfid.asn.au/ • Refugee Council of Australia http://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 Australia http://www.philanthropy.org.au/ • Our community http://www.ourcommunity.com.au/

37. Session 5 10 tips for better applications & Report Back

38. Questions? Evaluation and Future workshops

39. Good luck with your future grant writing! Any queries contact: Melissa Phillips phim@unimelb.edu.au Image: freedigitalphotos.net