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School Shade Grants ProgramRound 4 2019 Application guide
To receive this publication in an accessible format phone 1300 547 596, using the National Relay Service 13 36 77 if required, or email [email protected]
Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.
© State of Victoria, Department of Health and Human Services August 2019.
Except where otherwise indicated, the images in this publication show models and illustrative settings only, and do not necessarily depict actual services, facilities or recipients of services.
Available at www2.health.vic.gov.au/public-health/preventive-health/skin-cancer-prevention
ContentsApplication guide......................................................................................................................................
A step-by-step guide to completing your application............................................................................
Features of a good grant application......................................................................................................Eligibility confirmation...........................................................................................................................
Organisation details..............................................................................................................................
Capacity and Feasibility.......................................................................................................................
Need.....................................................................................................................................................
Impact..................................................................................................................................................
Permanent shade details (if applicable)...............................................................................................
Repair/replacement of existing permanent shade details (if applicable)...............................................
Natural shade details (if applicable).....................................................................................................
Sun protective items (if applicable).....................................................................................................
Feasibility...........................................................................................................................................
Required documentation........................................................................................................................Providing acceptable project quotes...................................................................................................
Submitting documentation..................................................................................................................
Handy Hints........................................................................................................................................
Need more help?................................................................................................................................
Frequently asked questions..................................................................................................................
Application guide The Program is highly competitive and assessed based on the merit and strength of received applications. This guide has been created to assist your organisation to best prepare and submit your application.
A step-by-step guide to completing your application1. Read the Program guidelines and this Application guide.
2. Prepare your idea and ensure concept approval by discussing the project with key members of your school, relevant regional Department of Education and Training (DET) office and DET’s Victorian School Building Authority.
3. Meet all key groups (for example, School Council and Principal) and obtain letter of permission/support
4. Obtain quotes from all relevant elements of your project
5. Identify and document evidence as to why your project is needed (to include in your application) and start assembling relevant supporting information.
6. Complete and submit your application online by visiting the SmartyGrants website <victoriancanceragency.smartygrants.com.au/schoolshadegrantsr4>.
When preparing your application, we suggest that you view the application form online through SmartyGrants and create a Word document with your responses. You can then copy and paste this information into the form when you complete your application online through SmartyGrants. This will provide the opportunity to better prepare your submission, as well as having the information backed up in the unlikely event of a technical issue.
Note: A representative from the organisation must complete all forms associated with the application.
Features of a good grant application Outlined below are the sections to be completed in your application. Word counts are specified for questions that require a descriptive response.
You must complete all sections of the application form and submit the completed form to be eligible for consideration.
Eligibility confirmationSchools applying for a grant must adhere to the eligibility requirements listed in the Program Guidelines. Please make sure that you have thoroughly read through this document before preparing an application.
When submitting your application, your organisation will need to confirm its compliance for each eligibility requirement. Schools who do not or cannot confirm their eligibility, will not be able to proceed with their application.
Page 4 School Shade Grants Program – Round 4 2019 Application guide
The following information will assist your application by clarifying the eligibility requirements.
Eligibility requirement Question Answer
Your school is a Victorian Government school and funding is for school campus site/s within the state of Victoria
What will we need to provide to prove this?
You will need to provide your school number and campus number/s at the time of application to verify eligibility.
The project does not require an ongoing commitment of funds and not be considered routine/cyclical maintenance works
How do we demonstrate this requirement?
Your application must clearly demonstrate and explain that ongoing funds will not be required for routine maintenance.
Your school has support/approval from other organisations who share facilities or grounds (if applicable)
How do we provide support/ approval from other organisations?
Your school must supply a letter of support/approval for the project from the other organisations.
Your school has support/approval from the Department of Education and Training for projects that permanently impact property (if applicable)
How do we demonstrate that we have support/ approval from the Department of Education and Training?
Your school needs to discuss your project with the Department of Education and Training for support/approval. If available, a letter of support/approval should be included as part of the application.
Organisation detailsYour application will need to provide the following information in your application:
• School name and DET school number• Street address (do not provide a P.O. box).• Local government area• Organisation web address• Phone number• Fax number• Type of school • ABN • Taxation and banking details• Primary contact for correspondence – this person is the main point of contact for the project and is
responsible for submitting the application. They are responsible for disseminating information to your organisation and overall project management (including budget oversight, risk management and submission of acquittal)
• Secondary contact for correspondence – the person that will be contacted, should the primary contact, be unavailable.
• Authorised signatory for service agreements – please nominate an authorised signatory for your school who would be responsible for signing the service agreement.
• Existing sun protection measures • Confirm if your school has previously received any funding from the Shade Grants Program.
School Shade Grants Program – Round 4 2019 Application guide
Capacity and FeasibilityQuestion Response should
demonstrateSuggested supporting information
Describe the project and what the grant would fund (150 words)
Clear description of the project you intend to implement for the provision of shade at your school
In one or two paragraphs, provide a clear and brief overview of your project.What are you planning to do?Where are you planning to do it?How are you planning to do it?Who will it benefit?Note: The assessment panel should have a very clear understanding of your project after reading your response to this question
Who will be involved in the project? (150 words)
Clear description of who will be involved in the project and the potential benefit on other organisations/groups
List all the project partners (including those involved in both the planning and implementation of your project)Explain how your school has planned your project and who has been involved in the planning processDoes your project impact other organisations or groups? (If so, you must provide letters of support/approval from each organisation or group in the Required documentation section)
How will you carry out the project? (including risk management) (150 words)
Clear description of how the project will be carried out and clear strategies for risk management
Explain how your project will be managed and completed within the twelve-month timeframe.List what facilities/services/programs/equipment that will be utilised during the projectList all potential risks you have identified and explain how you will prevent, minimise and manage theseWhat procedures are in place for the handover of responsibility should a project team member leave your organisation
Provide clear project details for each type of shade applied for
Clear details for the types of shade applying for
See the next section (from page 8) for questions related to each type of shade applied for
Provide an indicative project budget
Clear details and reasonable budget provided for project
See the next section (from page 10) for detailed information to provide for budget
Page 6 School Shade Grants Program – Round 4 2019 Application guide
Need Question Response should
demonstrateSuggested supporting information
Why do you want to do this project? (150 words)
Clear description of why the project is needed and what circumstances and demands currently exist in your organisation
Explain why your project is needed in your community and provide relevant evidence.To enhance your application, provide any relevant statistics, data, research or information.Consider seeking letters of support/approval from organisations/individuals demonstrating how the community will benefit from your project and why it is needed.
How will this project benefit your community? (150 words)
Clear description of how the project will benefit your community and provides relevant statistics, data, research or information.
Describe the current shade provision at your proposed location/s and how this project will benefit your community.To enhance your application, provide any relevant statistics, data, research or information.
Impact Question Response should
demonstrateSuggested supporting information
Expected primary beneficiaries
When assessing your grant application, DHHS will consider the impact of your project. We will assess who will benefit; how many will benefit; and shade priority for your site.
Decide the primary users of the site. Primary users are those who will benefit from the provision of shade through this Program. Please choose only the group/s that are central to this project.If your project is open to everyone, choose the first item, 'Universal – no particularly targeted beneficiaries'.
Number of users When assessing your grant application, DHHS will consider the impact of your project. We will assess who will benefit; how many will benefit; and shade priority for your site.
Update and confirm the number of users who will benefit from this project including students and teachers
School Shade Grants Program – Round 4 2019 Application guide
The following questions will provide DHHS with an understanding of the shade priority for your site. For these questions, indicate:
3 = always
2 = sometimes
1 = never
Question Suggested supporting information
Is activity at the site likely to occur between 11am and 3pm? Not applicable
Will the shade be used over summer? Not applicable
Will the shade be used over spring and autumn? Not applicable
Will activity at the site occur for 15 minutes or more at a time? Not applicable
Will the site be used on weekends? Not applicable
Will the site be used on weekdays? Not applicable
Are users of the site exposed to high levels of indirect UV radiation (i.e. from reflective surfaces)?
Reflective surfaces include hard or smooth surfaces such as concrete, or a nearby reflective wall facing your site
Will activity at the site be likely to occur in minimal clothing (i.e. skin exposed to sun)?
Not applicable
Permanent shade details (if applicable)For each site, the following information is required:
• Describe the type of permanent shade you are applying for (maximum 100 words)• Location of where the permanent shade will be erected• Provide details of what site preparation is required (maximum 100 words)• Please indicate 'other funded items' that your project requires
– Options include: ‘No other funded items applying for’, ‘Reasonable site preparation costs’, ‘Costs associated with gaining relevant permits and approvals’, ‘Consultation fees including architects and arborists’, ‘Shade assessments’, and ‘Design and engineering fess’.
• Describe the anticipated ongoing maintenance of the permanent shade structure (maximum 100 words)
• Will shade cloth be used? – If shade cloth will be used, what UV Radiation Protective rating is it?
• Are council permits/approvals required for the construction of the permanent shade?– Permits/approvals need to be factored into the timeline of the project. Significant delays could
subject the organisation being required to return funds to the Shade Grants Program. If you anticipate there may be a delay, contact the Shade Grants Program to discuss your project.
• Do you have landowner approval? (as per eligibility criteria)• Has the structure been designed by person/s with appropriate engineering, safety and risk
management expertise?• Confirm that the structure will be installed or constructed by a registered Victorian Building Authority
builder• Confirm that the structure will comply with all relevant building codes and standards required by law• Attach ‘Before’ photograph of site
Page 8 School Shade Grants Program – Round 4 2019 Application guide
– This photograph can be a professional image or taken with a phone camera.• Attach Google ‘aerial’ image of site
– To obtain a Google aerial image, search for your organisation's address in Google then change the viewing mode to ‘Satellite’. The image must be of the entire grounds as this will provide an indication of the level of shade available at your organisation’s location. To upload the image to this form, screenshot the Google image and save the image. Visit the following link for instructions on how to change to ‘Satellite’ mode <support.google.com/maps/answer/3092439?hl=en&co=GENIE.Platform=Desktop>.
Repair/replacement of existing permanent shade details (if applicable)For each site, the following information is required:
• Describe the type of repair/replacement of shade required (maximum 50 words)• Location of where the repair/replacement is located• Provide details of what site preparation is required (maximum 100 words)• Please indicate 'other funded items' that your project requires
– Options include: ‘No other funded items applying for’, ‘Reasonable site preparation costs’, ‘Costs associated with gaining relevant permits and approvals’, ‘Consultation fees including architects and arborists’, ‘Shade assessments’, and ‘Design and engineering fess’.
• Describe the anticipated ongoing maintenance after repairs/replacement is completed (maximum 100 words)
• Confirm that the structure will be installed or constructed by a registered Victorian Building Authority builder
• Attach ‘Before’ photograph of site– This photograph can be a professional image or taken with a phone camera.
Natural shade details (if applicable)• How many trees will be planted?• Describe the proposed tree species for planting (maximum 50 words)• What is the maturity of the trees to be planted? (Sprout/shoot, seedling, sapling, or give an indicative
size)• What is the average time taken to reach maximum maturity after planting? (less than 6 months, 6 – 12
months, between 1 – 2 years, more than 2 years) • What consultation was undertaken to select the species and location of planting? (maximum 50
words)• Has consideration been given to features of the site which may impact tree planting, such as
underground pipes and soil type? (Yes, No)• Provide details of what site preparation is required (maximum 100 words)• Describe the anticipated ongoing maintenance of the trees? (maximum 100 words)
– How will your organisation ensure ongoing maintenance is undertaken and funded?• Attach ‘Before’ photograph of site
– This photograph can be a professional image or taken with a phone camera.• Attach Google ‘aerial’ image of site
– To obtain a Google aerial image, search for your organisation's address in Google then change the viewing mode to ‘Satellite’. The image must be of the entire grounds as this will provide an indication of the level of shade available at your organisation’s location. To upload the image to this form, screenshot the Google image and save the image. Visit the following link for instructions
School Shade Grants Program – Round 4 2019 Application guide
on how to change to ‘Satellite’ mode <support.google.com/maps/answer/3092439?hl=en&co=GENIE.Platform=Desktop>.
Sun protective items (if applicable) • Type of items to be purchased• Number of hats to be purchased• Number of sunscreen bottles to be purchased• Number of sun protective clothing items to be purchased.
Page 10 School Shade Grants Program – Round 4 2019 Application guide
Feasibility Provide a project budget and explain how you arrived at the costs. You should:
• ensure you list all project income and expenditure items• ensure the totals for project income and project expense match • demonstrate how you have sought local goods or service providers as a preference• demonstrate how your project will achieve value for money.
Expenses for projectPlease list all anticipated expenditure costs for the project. All amounts you enter must be GST inclusive. You only need to enter amounts for the shade types you are requesting.
The table below is an example of an expenditure table that you will need to complete.
Expenditure costs Amount ($ incl. GST) GST ($)
Permanent shade $22,000.00 $2,000.00
Repair/ replacement shade $0 $0
Natural shade $0 $0
Sun protective items (up to $700) $0 $0
Other funded items $2,200.00 $200.00
Income for projectPlease list all anticipated project income sources for the project. All amounts you enter must be GST inclusive.
• You only need to enter amounts for the sources of income that apply to your project• First row 'School Shade Grants Program' is the total grant amount requested from this DHHS Shade
Grants Program• Applicants are not required to provide additional income sources to the proposed shade works• Please indicate confirmation of the income source in the last column
– You must select 'No' for School Shade Grants Program.
The table below is an example of an income table that you will need to complete.
Income source Description Amount ($ incl. GST)
GST ($) Confirmed?
School Shade Grants Program
DHHS Shade Grant Program
$24,200.00 $2,420.00 No
Cash co-contribution Not applicable $0 $0 Yes
Donations Not applicable $0 $0 Yes
Other grants Not applicable $0 $0 Yes
School Shade Grants Program – Round 4 2019 Application guide
Required documentation DHHS reserves the right to forgo assessment of incomplete applications. Applicants are required to provide all requested documentation outlined in the table below.
Documentation Description
Project quotes Quotes for all planned goods and services purchased need to be provided with your application. This must be a written quote and can include individual quotes from different suppliers.Preference should be given to local suppliers where possible.
Letters of support/approval Letters of support/ approval must be provided from the School Council and Principal
School Asset Management Plans
School’s existing asset management plans need to be marked to indicate where the proposed shade will be located
Other documentation To further strengthen your application, please attach any other relevant documentation you feel appropriate. For example, photos, plans, drawings, meeting minutes etc.
Providing acceptable project quotesTo further support the above, DHHS requires valid quotes from all applicants that support how you intend to use the grant funds to benefit your community. Providing valid quotes also indicates your preparation and readiness to implement a program.
The quote your organisation provides in its application must include:
a date that quote was provided contact details for the supply company (name, address, phone, ABN) contact details for your organisation (name, address) type of item/s being quoted (for example, shade sails attached to 13 posts) number of item/s being quoted (for example, 5 x shade sails attached to 13 posts)• the total cost of your item/s (GST inclusive).
Quotes from online marketplaces and/or online auction sites such as eBay, Amazon, Greys Online and other online trading websites included Gumtree, Facebook marketplace and Trading posts are not considered reputable and not a valid source of supplier. Any quotes submitted from these types of suppliers will not be accepted.
When possible: We suggest that you notify the company/supplier that your organisation is applying for a School Shade Grant and that there will be a waiting period between applying and receiving notification. You may wish to advise your supplier to extend validity of your quote.
Page 12 School Shade Grants Program – Round 4 2019 Application guide
Example of an acceptable quote
School Shade Grants Program – Round 4 2019 Application guide
Submitting documentationDHHS will accept a range of formats to make it easier for your organisation to provide documentation. We can accept your documentation in the following formats:
scanned PDF (.pdf) Word Files (.doc or .docx)• images including professional, taken with a phone camera, or screenshots (.jpg/ .tiff /.png/)
We are unable to accept text messages or emails that provide general information about costs or the type of services that you are applying for.
Screenshots from retail stores websites will only be accepted if accompanied by all relevant information detailed above in the validity checklist section.
For multiple quotes, you can copy and paste your images into a word document and upload as a single document. Alternatively, you can upload your documentation individually online.
Handy Hints• Keep a copy for your records of everything you submit• Ask someone else to proof read your application before submitting• Have all information and documentation ready when applying• Attach photos where they provide a better explanation/description than text• If you are logged in to SmartyGrants, you can save your application for when you return• You will be asked to preview your application before final submission. Use this an opportunity to do a
final proof read of your application and ensure all information is accurate.
Need more help?For more information on completing your application, please:
• visit the Shade Grants Program website <www2.health.vic.gov.au/public-health/preventive-health/skin-cancer-prevention>.
• email the Shade Grants Program team <[email protected]>.• call the Shade Grants Program team on 1300 547 596 (between 9am and 5pm weekdays)
Page 14 School Shade Grants Program – Round 4 2019 Application guide
Frequently asked questionsTopic Question Answer
Finance Is there a minimum or maximum total project cost?
There is no minimum total project cost, however the maximum total cost awarded for each application is $25,000 (excluding GST).
Finance Do we have to match the grant amount provided?
No, a grant from the School Shade Grants Program can fund 100% of the total project cost for all relevant items. However, schools are encouraged to financially co-contribute to the shade development costs of the proposal. Co-contribution does not refer to funding of non-shade components of larger works, for example playground equipment.
Finance
What if our total project cost increases or decreases after we submit my grant application?
The school will be responsible for sourcing additional funding to finance any cost escalation after an application has been lodged.Any portion of the grant which has been drawn down but remains unspent after completion of the approved project will be required to be returned to the Department of Health and Human Services.
Finance If approved, when would we receive our grant?
After you receive notification of a successful grant, you will be able to sign funding agreements with DHHS. Once this is done, finance processes will occur between four to six weeks.
Application
Can our school apply for one grant that will contribute to the development of multiple projects across campuses?
Yes, a school may apply for a grant over one or multiple campuses; however, the total grant must not exceed $25,000 per application (excluding GST).
Application Can our school only apply for sun protective items?
Yes, a school may apply for only sun protective items to the value of up to $700.
Application Can we submit a shorter application?
All information that is needed to award a grant is collected at the time of application. It will ensure that successful organisations receive their funding to commence shade projects as soon as possible.
ApplicationWhen will we be notified about the outcome of my application?
The assessment process will take at least three months from the closing date. Applicants will receive written notification of the outcome of their application.
Application Who should we speak to about our application?
For more information on the Shade Grants Program and to access supporting resources:
• visit the Shade Grants Program website <www2.health.vic.gov.au/public-health/preventive-health/skin-cancer-prevention>.
• email the Shade Grants Program team <[email protected]>.
• call the DHHS Shade Grants Program team on 1300 547 596 (between 9am and 5pm weekdays).
School Shade Grants Program – Round 4 2019 Application guide
Topic Question Answer
Project considerations
How can we acknowledge the Government’s grant funding?
Organisations must acknowledge the funding support provided by the Victorian Government for the services funded. This acknowledgement must be made in:• publications and publicity related to services
funded (for example, websites, media releases, print and electronic documents and speeches/launches)
• an organisation’s annual report. Visit the Funded Agency Channel for more information on acknowledgement and publicity guidelines <fac.dhhs.vic.gov.au/acknowledgement-and-publicity-guidelines-victorian-government-funding-support>. Successful applicants may be required to contribute information on activity outcomes for use in program evaluation reviews or the department’s marketing materials.
Project considerations
Are there any reporting procedures?
Schools are expected to advise the Shade Grants Program of any delays or amendments to their project as early as possible. However, no ongoing reporting is required.An acquittal report will need to be completed at the end of the project and will include the submission of a sun protection policy. Grant recipients are required to submit copies of receipts of goods or services purchased with grant funds and ‘after photo/s’ of the completed shade project in accordance with the Funding Agreement.
Changes to project
Can we increase or decrease the project scope after our application has been approved?
Any amendment to the approved project scope will require a formal variation request and may require a review of the grant amount and terms. Should an increase in project scope lead to cost escalation, the applicant organisation will be responsible for sourcing any additional funding.
Changes to project
What do we do if personnel who are responsible for the project leave our organisation?
Any changes to personnel (primary and secondary contacts) for the project must be advised by emailing the Shade Grants team <[email protected]>. The following details should be advised: name, phone number, email and position.
Page 16 School Shade Grants Program – Round 4 2019 Application guide
