Solent Community Grants Application Guidance

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Please ensure you read the criteria and guidelines below prior to applying for a grant.


Please also ensure you check geographic eligibility by inputting your operational project postcode at the Solent Growth Hub website.


The purpose of these guidelines is to assist you with submitting a compliant application. The Solent Community Grants Programme is funded by European Social Fund (ESF), local authority match funding and individual and corporate fund-holders at Hampshire and Isle of Wight Community Foundation (HIWCF).

Due to the size of the grants, £10,000 to £30,000, and the requirements of ESF the detail required as part of the application and during the assessment process will be significantly more than for Hampshire & Isle of Wight Community Foundation’s standard grants programmes. You should therefore refer to this guide whilst completing your application to ensure that you are providing all the necessary information.

Failure to provide all the necessary information could result in your application being rejected.

Only programmes delivered in the Solent LEP area will be funded.

Outputs and Results

The projects which will be funded must clearly demonstrate how they are going to achieve one or more of the following Results:

  • Inactive participants into employment or job searching upon leaving (this call is aimed at the softer skills and therefore we anticipate most will end up in job searching rather than full employment)
  • Participants with childcare needs receiving childcare support whilst engaged on an employability programme (included in the numbers above)

Round 3 is focused ONLY on Inactive, no Unemployed participants can be funded.

ONLY projects with one or more of these Results will be funded.

The projected participants, referred to in this programme as Outputs, must be defined by the following groups:

  • Total inactive participants
    • Split between Male or female
  • Including priority groups
    • Over 50 years of age
    • Ethnic minorities
    • Disabilities
    • Offender or ex-offenders

The four categories of participants above will not necessarily add up to the total participants. Other participants not in a priority group will still qualify for funding.

Section B of the application form provides tables for this information to be recorded.

What makes a good application?

  • Evidence of a strong and robust organisation with good management, governance and financial stability.
  • A proven track record of working with the target participants to deliver the desired results.
  • A clear and proven approach to accurately monitoring/ measuring the results and outputs related to this and previous relevant projects.
  • Demonstration of a clear method for recruiting participants.
  • Evidence of working with relevant participants.
  • Applications working in areas of high deprivation.
  • Applications which best meet the requirements set out within the published grant criteria.
  • Comprehensive and clear project description with a clear and accurate detailed financial budget.
  • Clear outline of the pathway of participants into and out of the project.
  • An application that demonstrates good value for money.
  • Demonstration of partnership working to deliver results.
  • A referee who has relevant experience of working with your organisation.

Step 1 – First review in detail the fund criteria noting the target participants, acceptable projects, exclusions and check your delivery postcode to ensure you fall with the Solent LEP area.

Step 2 – Complete the online form, following the online guidance notes (below), and submit – you will be sent an automatic completion email with a PDF copy of your completed application attached for your records.

Note: Supporting documentation can be electronically attached to the online form, emailed to or you can post the requested documents to our address which can be found here. Posted documents must arrive by closing date for your application to be considered.

The supporting documentation that HIWCF will need to receive are:

  • A copy of your governing document (e.g. constitution, memorandum & articles of association or set of rules).
  • A copy of your most recent annual accounts including auditor’s report or independent examination, and management accounts together with your financial procedures.
  • Copies of your safeguarding policies (if you will be working with children or vulnerable adults).
  • Copy of your latest risk register.
  • A copy of your organisation chart.
  • A list of the names, positions and addresses of you management committee and/or list of trustees. This should be signed by the Chairman.
  • The signed and completed Section B

You will need to label each document clearly. Please note that when you are up loading more than 6 individual files you will need to upload as a zip file. Also please be aware that if you are not able to upload any of the required documents you will need to e-mail the HIWCF Grants Team at quoting your application reference number.

Short- Listing of Applications

Once the closing date has passed your application will be presented for review and you will be informed of the outcome by HIWCF

Step 3 – In the event your Grant Application is selected at Review to be taken through to assessment; HIWCF Contracts Manager will send a notification along with a request for any outstanding documentation, where applicable.

Step 4 – Your application form and supporting documentation will be passed to one of our Solent Community Grants Assessors.  The Assessors will contact you to arrange a visit if necessary and to find out additional information in support of your application and the ESF cross-cutting themes (Appendix A). Full details of what will be required will be provided by the Assessor.

Step 5 – It is imperative that all requested information is submitted to your assessor before the required deadline or your application may not proceed to panel.

Step 6 – If you are awarded a grant by the panel, the first 50% payment will be paid out within two weeks of the award being made. The second 50% payment will be made after successful completion of interim monitoring at a date to be agreed with you half way through the programme.



Organisation name and address details

Please provide details of name and address of organisation along with website, main telephone and general email.

Main contact person

Please provide the contact details for the main person who we can contact if we need to discuss the project.

In Section B of the application you will be asked to provide details of a second contact point for this application

About your organisation

All organisations should have their own constitution, a management committee of at least 3 unrelated members and be independent of any other organisation.

Please fill in all boxes within this section, including the Organisation start date, type of organisation and whether you are part of a larger organisation. Please also complete the sections on income and the figure on staffing and volunteers.

Please complete the free text box highlighting the overall aims and objectives of your organisation Please also summarise the activities or services your organisation provides and any relevant organisations you work with in relation to this application.

In the second free box in this section please explain why the people in your community need your organisation.

Referee Details

Who is a suitable referee? Your referee must be someone who:

  • Knows your organisation;
  • Has read this application;
  • Has professional experience relevant to the activities of your organisation;
  • Is not connected with your organisation, or has any vested interest in either your organisation or the outcome of this grant application;
  • Is willing to be approached to provide a reference on your behalf.


Project Details

Please complete the project/funding start date and the end date. The project should start and end within 6 months, with Round 3 applications completing projects by 31st March 2018.

Please also complete the sections indicating the area where most people will benefit from the project application, the main postcode for activity delivery and which local authority the activity will take place in.

Tell us about your project and how it meets the criteria of this fund?

Please provide details about your proposed project and how it meets the criteria of this fund. You will need to ensure that the project clearly delivers on one or more of the required results of:

  • Inactive participants into employment or job searching upon leaving.
  • Participants with childcare needs receiving childcare support whilst engaged on an employability programme.

Who are your target participants?

Please define your target participants in terms of the “Outputs” below:

  • Male or female
  • Inactive
  • Over 50 years of age
  • Ethnic minorities
  • Disabilities
  • Offender or ex-offenders.

Evidence of participant eligibility must be retained by your organisation.

Proof must be obtained to evidence that:

  • The participant is legally able to reside in the UK (and work in the UK) during the period of ESF support;
  • The project’s eligibility requirements of inactive;
  • The participant’s full address must be obtained as part of the participant’s record, including usual workplace address or study location where applicable, to establish that the participant qualifies for support from the England ESF programme;
  • The enrolment form, which will be provided by HIWCF, must be fully completed by each participant. Each eligible output box on the form must be ticked and signed by the participant and project representative.

How will your project deliver the intended results?

Explain here more detail about the project, why is this the right intervention for the identified participants to achieve the intended results.  Explain how the people or community accessing your services are disadvantaged. How do you know that people in your community want this project/activity? How will your local community benefit from this project? Have the participants already been identified? How will you recruit to the project?

Please explain how you will record and measure outputs and results throughout this project?

We are required to report against the Outputs and Results.  How do you propose you will monitor this at the start of the programme, during and after?  Explain in detail how you will evidence the Results achieved through your intervention.

Below is a list of supportive documentation that may be used to evidence the results (Only one item per relevant section is required)

Into employment
  • Confirmation of employment from employer (this could be a letter, email or a template)
  • Wage slip (this could also be linked to other conditions where appropriate – e.g. wage slips covering a specific time period)
  • Contract of employment
Into self-employment
  • Confirmation of self-employment – e.g. HMRC letter evidencing registration
  • Bank statement for business account
  • Registration with Companies House
Into job-search
  • Award letter / notification detailing Jobseeker’s Allowance
  • Copy of individual’s bank statement showing benefit payments
  • Signed referral from DWP
  • ES40 (Jobseekers card) or My Work Plan demonstrating current status
  • Signed referral / template from recognised agency / service who can reasonably be considered to have an accurate knowledge of the participants circumstances (e.g. local authority, public body, or organisation receiving public funding)
Childcare Support
  • Evidence of payments for childcare support

Please tell us about your organisation’s experience of helping relevant people and the impact of your previous relevant work: you may also want to tell us about the people delivering your project and why you are confident in their ability to make the project succeed.

Why are you the right people to deliver this project?  Tell us about your experience in this area and how you can evidence a proven track record at delivering the desired Results and achieving the required Outputs.

How are you going to follow-up Results after the participants have completed their programme?

Evidencing the desired Results, such as engaged in job-searching will require follow-up with participants after the programme has ended.  How will you do this, what evidence will you obtain to validate the Results? Please provide evidence of how you have done this in the past.


The requests include:

  • The category that best describes the impact your project will have.
  • The total number of participants who will benefit from this funding.
  • The primary group of participants that will benefit from this application plus any other groups.
  • The primary ethnic group that will benefit from this application plus any other ethnic groups
  • The primary age group that will benefit from this application plus any other age groups
  • Note: The primary participant is the person(s) who will directly benefit; i.e. those participating in the project.
  • Please note that you will be required to complete more detailed Results and Outputs information in Section B of this application.

In this section you need to record the costs of the project between staff, volunteer costs, operational, office/overheads, capital (excluded from this call), publicity and other. You should summarise the total cost by each category and overall, and how much of the total cost you are requesting from this application.

For all costs you must provide a clear breakdown in each box provided. The detail breakdown costs should show each item of expenditure and full detail of salary rates, hours per week and weeks per year.

For example:

Expenditure TOTAL
Hire of facilities £20 p/hr 16 hours p/wk 40 weeks p/yr £12,800
Salary cost for delivery £15 p/hr 16 hours p/wk 40 weeks p/yr £9,600
Salary costs for course preparation and marketing £15 p/hr 4 hours p/wk 40 weeks p/yr £2,400
Course Materials 30 participants @ £3 per pack £90
Travel Costs 45p per mile 25 miles p/wk 40 weeks p/yr £450
TOTAL £25,340

This project is 50% funded by European Social Funding and is therefore a condition of the grant that all costs are supported by copies of receipts and/or timesheets and payslips to evidence the validity of the costs claimed.

Overhead recovery is discouraged, however if you do choose to include overheads they must be:-

  • Clearly identifiable within the management accounts, and can be traced to supporting invoices / salaries as necessary.
  • Apportioned across activities of the group on a rational evidenced based basis.
  • Should not exceed 15% of staff costs.

Bank/Building Society account details

We need to know the details of your organisations bank/building society account, the ‘Bank Account Name’ would be the name of the organisation or group applying to the grant. Grant award payments are paid directly into your bank account.


Please ensure that you send all the appropriate documents requested in the application form. Without the requested documents we cannot process your application. If you do not have any of these documents please contact the Contracts Manager at HIWCF.

Signed Constitution – a constitution or set of rules can take many forms but must answer a few basic questions about your organisation and how it operates, for example: how many people make up your committee and the objectives of the organisation.

Signed Accounts – these should cover a 12 month period and must be your most recent annual accounts including your audit report or independent examination. We do appreciate that organisations have different financial years and it can take time to prepare accounts, therefore we will accept accounts where the financial period ended anytime within the last 9 months.

Management Accounts and financial procedures – it gives us a level of assurance on the soundness of the financial management and control to see your internal reports and processes.

Policies – copies, where appropriate, of Child Protection and Safeguarding Vulnerable Adults policies.

Risk Register – A copy of your latest risk register, or Board minutes where your risk profile has been discussed where available.

List of Names – a full list of names, addresses and positions of all members of your management committee and / or list of all trustees.This document should be signed by the chairman.

Organisational Chart – this will aid our understanding of the organisation and the lines of reporting.


The declaration should be completed by the person completing the application. The Terms and Conditions must be signed by the Chief Executive Officer and Chairman of your organisation who must have read the full application.


1. Who are your target participants?

The participants are the outputs as highlighted in these guidance notes.

The sum of the male and female participants should match the total participants on the main application.

Inactive data should be the status of the participants at the start of the programme and should total the number of participants within the main application.

  • If someone is economically inactive then they are not in work and are either not seeking work or are not available to work. Participants may be in receipt of certain benefits (such as incapacity benefit or Employment Support Allowance) and could also be in training or education of some kind. They may also be retired, disabled or a full-time carer.

Within the total participants please list those who meet the ESF priority groups being over 50s, ethnic minorities, disabilities, offenders or ex-offenders.

The grant cannot be used for provision of services to asylum seekers unless they have permission to work after 12 months residency. Croatian Citizens are only eligible for funding if they have Home Office permission to work.  Prisoners are only eligible where they have less than 3 years to serve of their sentence.

2. How will your project deliver the intended results?

Only projects which deliver one or more of the following Results will be funded

  • Inactive participants into employment or job searching upon leaving (this call is aimed at the softer skills and therefore we anticipate most will end up in job searching rather than full employment)
  • Participants with childcare needs receiving childcare support whilst engaged on an employability programme (included in the Inactive total above)

Please ensure that the total participants listed in this section match the total within the main application form and question 1 of Section B.

Terms and Conditions

It is important that you read the Terms and Conditions carefully.  These Terms and Conditions are more detailed than those included within a standard HIWCF Grant as they contain specific enhanced conditions relating to publicity, eligible participants, retention of records, and ESF cross-cutting themes.

Sustainable Development and Equality & Diversity are regulatory cross cutting themes for all ESF programmes. By signing the Terms and Conditions, you acknowledge your requirement to support these ESF cross cutting themes.  The assessment of this application will summarise your commitment to these causes. Please refer to Appendix A here for more details of cross cutting themes. You will need to have a ploicy and implementation plan if your application is successful.

If you are unclear on any of the requirements of the Solent Community Grants Programme please call HIWCF Contracts Manager who will be happy to assist you.

Guy Clayton
HIWCF Contracts Manager
Hampshire and Isle of Wight Community Foundation
Dame Mary Fagan House
Chineham Court, Lutyens Close.
Basingstoke. RG24 8AG

E-mail :
Tel : 01256 362066