Application process

The process can make or break a grants programme. If you make it too complicated it will put Groups off, but if it is too simple you risk not capturing the key information you need to make an informed decision. Whatever you decide you must make it very clear to people what the process is, and what the guidelines, criteria and expectations are.

The first step in any process is talking to your Groups informally about the plans you are making to provide grants, letting them know what you have in mind, what you might be able to fund and so on. Get their comments and feedback on your proposals, it is invaluable. Create a safe space for Groups to talk to you honestly about what their needs are, and design the process that takes some of these into account. The application process should be proportional to the size of the grants available. Small grants, however you define them, should not require reams and reams of paperwork to apply for. They might not require a form at all. GSL’s might be able to apply for a small grant by email, as long as that email contains all of the information you require.

You might want to use a form, paper or electronic, for larger grants. Using a form sometimes helps ensure you get the information you want, but only if your guidance is clear enough and you ask the right questions. The form should really only be a brief stage in the process that captures the key information you need. It’s a good idea to invite the GSL and / or Group Chair along to discuss their application in person. Again, this should be a conversation not an interrogation, and it should be clearly recorded for the minutes to avoid any confusion later on. As a District Executive you should receive a copy of the Group accounts every year, but you may wish to see the latest version of the accounts, or e.g. a recent bank statement as part of the application process as well just in case anything has changed.

You will probably need to know:

• Group name
• Group location (for looking at deprivation data)
• Contact person – name, Scout role, email, phone number (if not the GSL/Group Chair, then you will need one of them to confirm they support the application)
• Amount of money requested, and if not a 100% grant if/how they can fund the rest
• What the money would be spent on and why it is needed now
• Whether the group is likely to require longer-term support
• The difference this will make to the young people, leaders, Group
• When would the money be spent
• Most recent approved annual accounts – and maybe up-to-date accounts
• Bank account name and details