Specific Resource For...

Playgroup Guidelines for Auspice Grants 

 

What is an auspiced grant? 

An auspiced grant is a grant administered on behalf of those undertaking the funded project or activity. Where an organisation lacks the capacity to apply for or manage a grant independently (usually determined by the presence of an ABN), it may partner with a legally recognised entity, known as the auspicing organisation. In this case, Playgroup WA will act as the auspicing organisation for our member playgroups without an ABN. 

 

The auspicing organisation (Playgroup WA) takes responsibility for administrative tasks such as financial reporting, compliance, and governance while the applicant focuses on delivering the project or initiative for which the grant was awarded. 

 

Who can apply to have a grant auspiced? 

  • Unincorporated playgroups with or without an Australian Business Name (ABN),  
  • Incorporated playgroups without an ABN.  

 

What is the process for having a grant auspiced? 

  1. Playgroups should consider why they are applying for the grant and have a clear purpose and goal in mind for the grant funds. As part of this process, it would be helpful to answer the following questions: 
  2. Consider if you have a functioning committee that can oversee the grant process. Does the committee agree with and support the application? 
  3. Assess if your group has the skills, time and personnel to deliver the project successfully. 
  4. Ensure your project addresses a genuine need within your community. 
  5. Clearly define the expected benefits and measurable outcomes of the funds. 
  6. Consider how the project will be sustained after the grant period ends. 
  7. Note application deadlines and ensure you have enough time to complete the application thoroughly, including time for Playgroup WA to review and approve. 
  8. The process of applying for a grant can vary.  Speak with the grant contact person as early as possible to make sure you are eligible and allow time to source the requested information. Playgroup WA will require a minimum of 10 working days to process a grant request. 
  9. Once you have established that you will go ahead with the grant application and will appoint Playgroup WA as your auspice body to take financial responsibility for your grant, your playgroup should approach their Playgroup WA Development Officer to seek advice about the application. You can find your Development Officer here 
  10. Once your application is completed, the CEO of Playgroup WA will be required to sign the declaration agreeing to the conditions of the grant on the grant application form.  Depending on the grant requirements, Playgroup WA may need to be responsible for leading communications.  Playgroups should maintain a working relationship with Playgroup WA over the period of your project and grant agreement.    
  11. If successful, payment could be made to either Playgroup WA to forward to the playgroup, or the grant may be paid directly to the playgroup itself. 
  12. Please note, Playgroup WA (Inc) is the full name of Playgroup WA for inclusion in submissions, and we are registered for GST. 

 

Auspice Agreement form  

Some grants require an Auspice Agreement Form, which outlines the services and support that Playgroup WA will provide for the proposed activity. To have a grant auspiced, the completed Auspice Agreement Form must be submitted along with the playgroup’s grant application. This form must be signed by both the CEO of Playgroup WA and an authorised representative from the playgroup responsible for delivering the project or activity.  

It is important to carefully consider grant application deadlines when seeking auspicing from Playgroup WA. Submitting your request too close to the deadline increases the risk of delays or unforeseen issues that may prevent Playgroup WA from being able to assist. 

 

Who is responsible for acquittal? 

Both the auspice body and those undertaking the funded project or activity are considered responsible for the acquittal of grants.  If Playgroup WA will be acquitting your grant on behalf of your playgroup, take note of the date required to submit and allow time for Playgroup WA to process this final step.   

 Where Playgroup WA is acquitting the funds, we will require copies of the relevant invoices and supporting documents (e.g. photos of the completed projects, impact questionnaires etc), before we can complete and submit the form. In this case, Playgroup WA should be included in any communication with the Funding body to ensure transparency (e.g. deadline extension requests). 

Where the Playgroup will be acquitting, Playgroup WA will require a copy of the submitted acquittal for our records and to ensure the process has been completed. Playgroup WA is also happy to review the acquittal before submission if requested. 

Other information 

Please note, Playgroup WA  (Inc) is the full name of Playgroup WA for inclusion in submissions, and we are registered for GST. 

 

Checklist 

  • Are you eligible to apply? Do you require Playgroup WA to auspice on your behalf?  
  • Have you carefully read the guidelines?  
  • Will you have sufficient time to source support material and speak with Playgroup WA? Will the funding reach the playgroup before the event date?  
  • Do you need letters of support?  Make sure they are requested early, are current and support the project to improve the chances of completing the application on time.  
  • Does the project address the objectives of the grant?  Mention the benefits and how you will achieve the funder’s intended outcomes.    
  • Have you researched the funder’s priorities? Your project should support their key strategic priorities outlined in the program guidelines. (E.g. if going for a sport grant, mention physical development/playground equipment etc.)  
  • Is your application clear?  Don’t assume it is clear to someone who isn’t familiar with your playgroup. Make use of dot points or a table if necessary.  
  • Have you answered all the questions?  Don’t leave questions blank as it will look like you missed it and delay processing.  
  • Is the budget balanced?  Make sure figures are consistent throughout the application.  Provide quotes where possible, make sure you include extras e.g. freight, GST, signage.   
  • Are you being reasonable?  Does the request match the scale of the project and expected outcomes?  
  • Have you considered other funding sources?  There is a greater chance of success if your playgroup contributes or seeks funds from another source.  
  • Are all required documents attached?  This could include insurance, financial statements, planning, quotes, etc.  
  • Have you proofread the application?  Check spelling and grammar, answer all the questions and provide all attachments.  
  • Is it signed off correctly? Usually, the president or a delegated authority signs and/or (depending on auspice requirements), the CEO of Playgroup WA 

 Source: https://gsdc.wa.gov.au/app/uploads/2023/05/GSDC-Grant-Writing-tips.pdf