Applications for Round 2 closed at 4pm on 17 August 2022.
The Youth Engagement Grants guidelines provide important information on the requirements of the grants. You should read the grant guidelines carefully before you start your application.
This document provides additional information to answer some of the questions about applying for a Youth Engagement Grant. If you can’t find the information you need in either the grant guidelines or this document, please contact the Department of Justice and Community Safety (the department) by email at firstname.lastname@example.org
1. Can I submit more than one application?
Due to the competitive nature of this funding, organisations and clubs are asked to submit one application only.
2. Can an unincorporated organisation apply for funding?
An organisation must be a legal entity to apply for government funding.
If your club or organisation is not incorporated, an application can be submitted on your behalf by another organisation that is incorporated (the ‘auspicing organisation’).
The auspicing organisation will enter into the funding agreement with the department on behalf of the unincorporated organisation, and will be legally responsible for managing the funds and ensuring delivery of the funded activities.
There is an expectation that auspicing organisations will work with unincorporated organisations to build their experience in managing government grants and help them understand the benefits and obligations of being an incorporated entity.
3. Can ‘charity’ organisations apply?
Organisations that are a charity can apply if they meet the other eligibility criteria outlined in the guidelines.
4. Can schools apply?
No, schools are not eligible to apply. However, they can partner with small community-based organisations who will be the applicant. Schools might consider how they could support the success of projects by linking young people into the project or working with the community-based organisation to undertake activities that strengthen engagement in education for children and young people.
5. Is there is a definition of what a multicultural organisation is?
For the purpose of the Youth Engagement Grants, a multicultural organisation is one that is set up to work with a particular cultural, ethnic or linguistic community and is predominantly managed by members of that community.
6. Are individuals or sole traders eligible to apply?
No, individuals or sole traders are not eligible for these grants. The grants are only open to not-for -profit community organisations that are led by multicultural or Aboriginal community members.
7. Can organisations with an annual income of more than $500,000 auspice a smaller, eligible organisation?
Yes, the auspicing organisation can have an income higher than $500,000. The lead applicant will be the small, unincorporated organisation who will deliver the project.
8. Is a newly established organisation with an annual income of $50,000 or less eligible to apply?
Yes, organisations with an annual income of less than $50,000 are strongly encouraged to apply. These organisations must also meet the eligibility criteria set out in the guidelines.
9. Can I submit an application for a project that is similar to another already available in my local area?
Yes, however we do encourage new and creative activities being delivered in your local area. Please ensure you address the assessment criteria in the application, in particular describing the group of children and young people who are the focus of the project, and the issues and needs of these children and young people.
10. My organisation currently requires staff and volunteers to have a valid Working With Children Check. Is this enough to comply with the Child Safe Standards?
No. Working with Children Checks and complying with the Child Safe Standards are different legal requirements.
Working with Children Checks are a legal requirement under the Worker Screening Act 2020 (the Act) for people who are doing child-related work and aren’t otherwise exempt under the Act.
The Child Safe Standards are another legal requirement under the Child Wellbeing and Safety Act 2005 for organisations that deliver services or facilities to children. Organisations are required to be working towards all of the Child Safe Standards.
Evidence of your organisation’s progress towards its compliance with the Child Safe Standards may include:
- a publicly accessible child safe policy
- a Code of Conduct
- Child Safe risk management procedures
- screening processes for volunteers and employees
- incident reporting policies, or
- staff training and awareness of child safety matters.
You can find more information about the 11 Child Safe Standards and resources to help with developing child safe policies and procedures on the Commission for Children and Young People's website.
11. How many applications will be funded?
Approximately 18 projects can be funded up to $50,000 funded through Round 2.
12. Will you consider projects with a budget below $50,000?
Yes. The amount of funding you need will depend on the activities your project will deliver. You can ask for less than $50,000 if you are confident you can deliver activities for that amount, or you are not comfortable managing the maximum amount of funding of $50,000. The application form asks you to identify the amount of funding you are asking for and include it in your proposal for funding.
13. Can I apply for funding to continue existing activities?
Yes, the grant can be used to support new activities or to continue existing activities. This includes continuing previously funded activities where the funding has ended. It does not include providing additional funding for activities that you are already funded to deliver.
14. Can the funding be used for project management costs?
Yes, up to 25 per cent of your total grant can be used to cover the cost of coordinating project activity. This can include reimbursing volunteers for out-of-pocket expenses e.g. costs associated with travel or making phone calls, or a part-time Project Coordinator.
The part-time Project Coordinator can be an existing employee or member of your organisation provided they are directly involved in the management or coordination of the project.
15. Can the funding be used to engage external services to assist with the delivery of activities?
Yes. Funding can be used to pay fees for services from tutors, coaches, performers etc. to assist with the delivery of activities.
16. Can funding be used for international or interstate travel?
No. This includes travel from Victoria and into Victoria for children, young people, staff and volunteers from the organisation or people providing services for the delivery of activities.
17. Do projects need to reach a minimum number of children and young people?
There are no specific targets for the numbers of children and young people. Each proposal will be different depending on the funding asked for, the capacity of the organisation, and the intensity/duration of the support provided to each child and young person.
18. If our organisation has public liability insurance already, do we still need to obtain quotes for child abuse insurance?
Yes. Child abuse insurance is a separate insurance product. Organisations funded by the department to deliver services to children are required to be appropriately insured against child abuse. Please discuss with your insurance provider the level of insurance required.
The Department's website has more information on new funding requirements for organisations providing services to children
If you are having difficulties getting a quote for child abuse insurance, please provide information regarding the steps that have been taken to obtain a quote in your application.
19. Do I need to partner with other organisations?
If your organisation is not incorporated, you must partner with an incorporated organisation who will enter into a funding agreement with the department if your application is successful (the auspicing organisation). You will need to provide a letter of support from the auspicing organisation with your application.
You can download a template letter of support to help with your application.
You may choose to partner with other organisations to deliver your project and it is useful to outline who your partners are and how they will support your project.
20. If 2 organisations are partners, or an auspicing arrangement is in place, do both organisations need to complete an application form?
Only the small multicultural or Aboriginal organisation that will deliver the project needs to fill out the application form. There is a section in the form to fill out information about the auspicing organisation if your organisation is not incorporated.
21. Can a lead organisation (applicant) or an auspicing organisation be based outside of Victoria?
The small organisation submitting the application, and the auspicing organisation, must be based in Victoria and the proposed project must be delivered in Victoria.
Submitting an application
22. I haven’t used an online application system before. What help is available for me?
The department uses an online system to accept applications. When you click the ‘Apply now’ link on the Youth Engagement Grant page on our website, you will be directed to a page where you will need to register to use the SmartyGrants system.
The application form is easy to complete. If you experience any technical difficulties while writing, saving or submitting your application, please contact SmartyGrants Support by phone (03) 9320 6888 or email email@example.com
23. Who will be assessing the applications?
The department will assess the applications in consultation with local Regional Aboriginal Justice Advisory Committees and the Aboriginal Justice Caucus for applications received from Aboriginal organisations, and in consultation with the Victorian Multicultural Commission for applications received from multicultural organisations.
24. When will we find out if our application is successful?
The department will inform all applicants in time for projects to commence early in 2023.
25. Will we be given feedback if our application is unsuccessful?
Yes. If your application is not successful, we will send you an email to notify you of the outcome and provide contact details if you wish to seek feedback.
26. Where can we go to get advice on our application?
To ensure a fair and equitable approach for all applicants, the department is not able to discuss the detail of your application but may be able to provide information on whether your project idea is eligible for funding.
If you have any questions after reading the guidelines or this document, please email the department at firstname.lastname@example.org