Who can apply?
An organisation can apply for a grant if it is one of the following:
- a not-for-profit organisation that is a legal entity (for example an incorporated association, incorporated cooperative or Indigenous corporation)
- a Victorian council.
The following organisation types are ineligible to apply for a grant but may be engaged as partners in any project:
- state or federal government departments and agencies, including Victoria Police
- registered schools, pre-schools, TAFE institutes and universities
- for-profit businesses
- unincorporated organisations
What can I apply for under each stream?
Applications will only be accepted under two streams of funding:
Stream 1 – Improving safety and security
This funding stream will support projects that deter offending related to community facilities and public spaces. Eligible projects include:
- installation of security equipment and infrastructure such as locks, vandal-proof security lighting, security screens, alarms (without video surveillance), fencing and gates
- activities engaging the community in small-scale, physical improvements and upgrades to public spaces such as streetscapes, parks and reserves. This may include the purchase of lighting, street furniture or other equipment to improve community use of these areas.
Stream 2 – Targeted crime prevention education and awareness initiatives
This funding stream will support education and awareness initiatives targeting the following crimes only:
- theft of and from motor vehicles
- theft of personal property in public places
- residential burglary
- retail burglary.
My organisation is incorporated, but is not GST registered. Is my organisation able to apply for a grant?
Yes. All incorporated not-for-profit organisations (including organisations that are not GST registered) are able to apply for a grant under the Community Safety Fund.
Can a school apply?
No. Schools, pre-schools and educational institutions are unable to apply for funding. However, they are encouraged to act as partners for relevant initiatives. Schools should approach the Department of Education and Training to discuss any security infrastructure issues.
Can Guides/Scouts groups apply in their own right?
Most individual Guides/Scouts groups are not incorporated. Unless you are incorporated in your own right, you will need an eligible legal entity to apply on your behalf. Guides/Scouts groups should contact their head office or approach another eligible organisation to apply on their behalf. The application form should provide contact details of this eligible organisation. Refer to page 2 of the Guidelines for further information.
Can Neighbourhood Watch groups apply in their own right?
Most local Neighbourhood Watch groups are not incorporated. Unless you are incorporated in your own right, you will need an eligible legal entity to apply on your behalf. Neighbourhood Watch groups should contact their head office or approach another eligible organisation to apply on their behalf. The application form should provide contact details of this eligible organisation. Refer to page 2 of the Guidelines for further information.
Can funding be used towards a CCTV or small camera project?
No. Any project which includes a CCTV or small camera component is not eligible for a Community Safety Fund grant. This includes security alarm systems with video/CCTV surveillance.
Another Community Crime Prevention grants program, the Public Safety Infrastructure Fund, provides grants to councils to install security infrastructure, such as CCTV systems. If you believe a CCTV system is the best solution to your community safety problem, consider contacting your council to discuss the matter further. Council contact details are available at knowyourcouncil.vic.gov.au/councils
Applications for the 2018 Public Safety Infrastructure Fund grants will be open from 21 May to 20 July 2018. For more information about these grants visit www.crimeprevention.vic.gov.au/grants/public-safety-infrastructure-fund
Can we apply for a storage shed to secure our equipment?
No. Applications for building structures (including sheds) will not be funded. Projects need to be completed within one year of the project start date and these types of projects are often delayed due to the need for planning and building permit approvals.
Can we apply for security infrastructure for a new facility currently being built?
No. Security infrastructure for buildings that do not currently exist or are part of a larger building project will not be funded. These types of projects are often delayed due to permit approvals or issues often experienced with larger building projects.
Can funding be used towards a graffiti prevention or removal project?
No. Funding is available for graffiti-related projects under the Graffiti Prevention Grants program, which funds councils to partner with community stakeholders to develop and deliver graffiti prevention and/or removal projects. Applications for the Graffiti Prevention Grants have closed for 2018.
Contact your local council to discuss your graffiti problem further and check the website for updates on future rounds at www.crimeprevention.vic.gov.au/grants/graffiti-prevention-grants
What level of council involvement is expected in Community Safety Fund projects?
Applicants are encouraged to consult with their local councils about the proposed project. Council’s local knowledge may be useful in determining an appropriate solution to the identified problem. There may also be local compliance issues which may affect your intended project, for example, council requirements about external lighting.
Can we partner with other organisations to implement a project?
Yes. Projects involving partnerships between organisations are encouraged. If this is your intention, please include a list of partners and their respective responsibilities in your application.
Community partner responsibilities should be clearly understood by each of the partners. Setting out the agreed responsibilities of partners in your application will help ensure that everyone is clear about what each partner will contribute.
What evidence is required to show that a project is needed?
You need to be able to provide some evidence to show the nature and extent of the problem you are trying to address, and how you will know if your project is successful. Evidence could include, but is not limited to:
- safety audits
- survey results
- information from your local council (for example, the number of complaints about a particular issue)
- records demonstrating the frequency of crimes occurring at a location
- maintenance records
- information from Victoria Police
- crime statistics from the Crime Statistics Agency
- local demographic information relating to an emerging issue
- feedback from local organisations.
Are there any examples of what a good crime prevention project is like?
Yes. Some examples of good projects can be found online as featured projects and in the supporting resources available at www.crimeprevention.vic.gov.au/grants/community-safety-fund
Innovative projects are encouraged – however, you need a clear and practical plan to implement your good idea. The local environment and issues that each community faces will affect the types of crime prevention projects that are developed.
Do you have any tips for completing the budget?
- The budget needs to include all financial and in-kind contributions (including the grant you are requesting) and key expenditure items related to the project.
- Financial co-contributions are not mandatory, but are encouraged, and will be a consideration in assessing whether the project represents value for money.
- The total project income must equal the total project expenditure.
- Be accurate in your costings – you cannot ask for additional funds later because the project was not accurately costed at the start.
- Only include income or expenditure items relevant to the project. If the cost is not directly associated with your project, it should not be in the project budget.
- Ensure that your budget information matches the grant amount requested at the beginning of your application.
- If you are GST-registered, do not include GST in your estimates. Any grant payment you receive will add and include GST.
- If you are not GST-registered, do include GST in your estimates. Any grant payment you receive will not add or include GST. The total grant requested cannot exceed $10,000. You will need to make up any shortfall if paying GST takes the total project cost over $10,000.
We would like to combine Community Safety Fund grant funding with funding from another program to deliver a project. Is this possible?
Yes. Your project can include other funding sources. You must list these in your budget and provide further information, including whether or not the funding has been confirmed or what date it is expected to be confirmed. If other funding sources are not confirmed at the time you submit the application, you must advise how the project will be delivered if this income is not obtained.
Can we use the grant funding to cover project management costs?
Grant funding can be used to cover reasonable project management costs. Your application should describe exactly what the project management costs are and why they are required to successfully deliver the project.
Is there a co-contribution requirement?
No. A co-contribution is not required, but is encouraged and will be a consideration in assessing whether the project represents value for money. If including co-contributions in your budget, please indicate how these have been costed.
Do we need to provide a quote?
Quotes must be provided to support all security equipment funding requests. Where an application seeks funding for multiple security infrastructure items, only those supported by quotes will be considered.
Submitting an application
Are there different assessment criteria to address depending on which grant stream I am applying for?
Yes, there are questions specific to each stream that you will need to answer. This will be made clear in the online form – the questions you don’t need to answer will be ‘greyed out’.
I haven’t used an online application before. What help is available for me?
The Department of Justice and Regulation uses an online application system called SmartyGrants to accept grant applications for the Community Safety Fund. Applicants have to register to use the online system, if they are not already registered.
The application form is easy to complete. An online manual (with instructions and pictures) is available to guide you through the application process. 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
How do I spell check or format my response in SmartyGrants?
Most internet browsers (including Firefox v2.0 and above; Safari; and Google Chrome) have spell checking facilities built in – you can switch this function on or off by adjusting your browser settings.
If formatting is required, you can manually insert bullet points by using characters such as ‘*’ to create lists, etc. Please don't copy and paste text formatting into the application from Microsoft Word as this can disrupt the way that your application displays.
How often should I save my application form? Is there a timeout limit?
It is highly recommended that you click ‘Save Progress’ every 10 to 15 minutes when you are filling out the application form. For security reasons you will be logged out of your application if 30 minutes has elapsed and you have not saved your progress or navigated between pages. If you are logged out of the system, you will lose any changes you have made to that page that have not been saved. To avoid this happening, simply click ‘Save progress’ periodically if you are spending a long time working on one page of the form.
Application writing tips
Do you have any tips for writing the application?
- Carefully read the Community Safety Fund application guidelines, paying particular attention to the grant objectives, organisation eligibility (who can apply), project eligibility (what can and cannot be funded) and assessment criteria sections.
- Consider resources available on the Community Crime Prevention website. For example, if you are applying for lighting, security alarms or fencing, make sure you read the available fact sheets.
- Respond fully to each assessment criteria within the application form.
- Show that you understand the issue you are trying to address, including its impact.
- Provide evidence supporting the need for the project – the more evidence of a specific crime prevention problem you can provide, the more likely it is your project will be supported.
- Make clear what your project is going to do.
- Explain why the proposed solution is likely to be effective in addressing the identified problem. This may include consideration of alternative options or where the proposed activity has been successful elsewhere.
- Explain the crime prevention and community benefits for your project which will last beyond the funding period.
- Ensure you include any necessary attachments such as quotes.
- Obtain necessary approvals to show that the project is ‘ready to go’.
- Read through your prepared application before you submit it to ensure it is consistent. It can help to have someone else read the application before you submit.
Grant application outcomes
When will we find out if our application is successful?
It is anticipated that outcomes will be advised within three months of the Community Safety Fund grants closing date; however this will depend on the number of applications received. If applying under Stream 1, it is recommended you ask suppliers to provide a quote valid for 90 days where possible.
Will we be given feedback if our application is unsuccessful?
Unsuccessful applicants will receive a letter advising them of the outcome of their application as well as contact details if they require feedback.
When and how will grant funding be paid to successful applicants?
Successful applicants will be required to enter into a funding agreement. Upon receipt of signed funding agreements, the Department of Justice and Regulation will make an upfront payment that is equal to 100 per cent of the total grant funding. The project will be deemed acquitted upon evidence of satisfactory completion of the funded project (deliverables stated in the final milestone), as set out in the Funding Agreement.
What happens if our grant project is not acquitted?
Funded organisations who do not satisfactorily acquit their Community Safety Fund project will be considered to have breached the requirements of the Funding Agreement and risk the following:
- being required to repay all or part of the funding provided
- being ineligible to apply for future Community Crime Prevention Program funding
If after reading the grant guidelines you have further questions in relation to the Community Safety Fund grants, please contact the grants information line on 1300 221 249 between 8.30am and 5.00pm Monday to Friday, except for public holidays. Alternatively, you can contact the Department of Justice and Regulation Community Crime Prevention Unit by email: firstname.lastname@example.org
If you experience technical difficulties while writing, saving or submitting your application, please contact SmartyGrants support by phone (03) 9320 6888 or email: email@example.com