8. Conditions of funding

8.1 Grant agreements

Successful applicants will be invited to enter into a legally binding grant agreement with the Department.

To best position applicants to achieve program outcomes, discussions will be held prior to entering into a grant agreement to aid refinement of submitted project delivery plans.

The project must not commence until the grant agreement has been executed (signed) by both the Department and the applicant.

The grant agreement details all funding obligations and conditions such as:

  • payments,
  • funding use,
  • grant activity deliverables,
  • Child Safe considerations (if applicable),
  • monitoring and milestones,
  • reporting and acquittals, and
  • audit and termination conditions.

Once the agreement has been executed, the grant recipient (successful applicant) will be required to commence the project within the agreed timeframe. If a recipient does not commence the project by the commencement date, the Department has at its absolute discretion the option of terminating the agreement.

The Department will make grant payments according to set milestone deliverables. The milestones will be detailed in the funding agreement, but are outlined below:

  • Service set up funding a sum of funding will be paid at commencement/signing of the contract, after a project delivery plan has been submitted. The project delivery plan should include quotations and estimates demonstrating value for money for proposed activities.
  • A second sum of funding will be paid after completion of the mid-term report, and strategic review session, as well as the completion of initial activities outlined in the grant agreement. The mid term report must include feedback that considers Pilot implementation and effectiveness in relation to the priority communities and locations.
  • The final proportion of total funding will be paid at completion of contracted services, including compliance with contractual requirements, such as a completion reporting and financial acquittal.

Deliverables are also subject to:

  • Statutory declaration,
  • Audit opinion, and
  • Complete and accurate data entry into the Program management system.

Your organisation must use all funds for activities during and as outlined in the funding agreement. In addition, your organisation must meet any extra funding conditions set out in the letter of offer or funding agreement.

Any variation to the approved project must be submitted to the Department for approval before starting. Failure to meet these requirements may mean your organisation will need to return funding to the Department.

8.2 Partnership marketing and branding

The Department will provide grant recipients with co-branded creative asset templates that have been tailored for priority communities that can be utilised to promote the program (e.g., Social Media tile templates, eDM and website banners, etc). Artwork will include the Sick Pay Guarantee initiative logo and the Service Victoria Logo with the grant recipient organisation logo which will be applied to all marketing communications assets.

Specific details of creative assets to be provided will be specified in the grant agreement to meet the requirements of the grant recipient's project delivery plan. All promotional material must be provided to the Department for approval prior to release.

Recipients must obtain written approval from the Department before making public announcements about receiving the grant. The Department may promote the benefits of the grant and the State's support for the project, and recipients must cooperate with the Department in promoting the program. These requirements are outlined in the grant agreement.

8.3 Program monitoring and evaluation

As a condition of funding, grant recipients will be required to participate in any program monitoring and evaluation activities initiated by the Department. This may include completing surveys throughout the Program and for a nominated period of time after Program completion to measure progress to achieving outcomes.

Whilst organisations will have the flexibility to design and deliver their activities, the Department will be available to assist from conception through to service delivery.

Successful applicants will be required to:

  • Cooperate with the Department in communicating and promoting the benefits of the Sick Pay Guarantee, such as the preparation of media releases and case studies,
  • Consult with the Department prior to the publication of any promotional materials relating to Sick Pay Guarantee,
  • Liaise with the Department to coordinate events or announcements related to the activity,
  • Provide financial reports upon request,
  • Regularly report on service delivery via the provided templates, as specified by the Department including:
    • Stakeholder engagements and other activities undertaken, referrals and follow-up of the engagement using the reporting system provided by the Department,
    • Capture de-identified details of workers assisted,
    • Contribute information on activity outcomes for use in program evaluation reviews and/or development of marketing materials, and
    • Cooperate fully with evaluative activities undertaken either during or after the completion of the Program.

The Department will offer support to eligible organisations as described below, along with expectations for successful applicants as outlined below. These arrangements will be fully detailed in funding agreements.

8.3.1 The Department will:

  • provide funding to successful applicants to deliver outcomes aligned to the Program outcomes,
  • provide training for successful applicants,
  • assist with coordination of activities both in the planning and delivery stages where possible,
  • facilitate regular support and collaborative sessions for successful applicants, and
  • The Department will regularly monitor Pilot uptake among audiences and locations, providing feedback on project activities and how they may be improved throughout to improve outcomes.

8.3.2 Funded organisations will:

  • ensure staff have adequate support and resources to fulfil activities outlined in their initial proposals (access to IT, communications equipment, transport and accommodation etc.),
  • provide day-to-day support and guidance to staff delivering funded activities,
  • leverage organisational resources to facilitate connections with community and industry in further promoting the Pilot, and
  • support staff to fulfil minimum reporting requirements (detailed in application forms).

8.3.3 Reporting requirements:

Reporting is critical to the Department in understanding program impact, supporting continuous improvement in program design and delivery, and delivering effective grant program outcomes for Victoria. The minimum expected reporting requirements are listed below and will be further outlined in funding agreements.

Report typePurpose
Monthly reportRegular templated report to inform project team of recent activity undertaken facilitating effective coordination.
Mid-term reportPrior to the mid-term strategic review, a report is to be completed summarising activity undertaken thus far, including feedback on Pilot implementation and effectiveness in the priority communities and locations covered by the grant.
Final reportFinal evaluative report to close out project.

8.4 Child Safe Considerations

If your project is targeted specifically at young people groups (15–25), and/or include engagement activities that are directly delivered to young people under the age of 18, adherence to the Victorian Funding Guideline for Services to Children and Child Safe Standards is mandatory.

All applicants are required to provide evidence of the following:

  • Incorporation as separate legal entities,
  • Appropriate insurance against child abuse,
  • Appropriate Working with Children Checks and any other relevant screening checks of all staff who will be delivering direct engagement activities to young people, and
  • Commitment to Child Safe Standards as an organisation who provides direct services to children/young people, such as any child abuse prevention policy/procedure or child safe statement/code of conduct.

Further information about services to children funding requirements can be found on the Department of Justice and Community Safety website and information about Child Safe Standards can be found on the Commission for children and young people website.

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