The Community Safety Fund guidelines contain detailed information which will help you write your application. Read these guidelines before you start your application. This document has been prepared to answer any additional questions you may have about the program.
If you can’t find the information you need here, please email firstname.lastname@example.org
1. What changes have been made to the program this year?
Stream 2: the crime prevention and safety education and awareness initiatives that will be supported have changed. The program guidelines clearly outline the initiatives that can be funded.
Stream 2: funding available has been increased to $25,000.
2. Grant objectives
help prevent crime in communities
assist people to feel safer and become more engaged in their communities
increase knowledge in local communities about how to identify and best address local crime problems
encourage the development of local partnerships to address local crime prevention issues
promote widespread engagement in community crime prevention initiatives across Victoria
strengthen the community's understanding of the justice system.
3. 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.
4. 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.
5. 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 on the numbers below 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.
6. Can Neighbourhood Watch groups apply in their own right?
Yes. Neighbourhood Watch (NHW) groups who are represented by an incorporated NHW group at a Local Government Area (LGA) or who have their own stand-alone incorporation, can apply in their own right. If the NHW group is not incorporated or represented by an incorporated NHW group at the LGA level, they should contact the Neighbourhood Watch Victoria head office on (03) 9247 5492 for advice on processing their incorporation/affiliation.
7. 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 grant 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 www.knowyourcouncil.vic.gov.au/councils.
8. 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.
9. 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.
10. Can funding be used towards a graffiti prevention or removal project?
No. Funding is available for graffiti-related projects under the Graffiti Prevention Grant 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 2019.
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.
11. 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.
12. 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.
13. 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.
14. 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.
15. 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.
- Generally, financial co-contributions are not mandatory unless you are seeking funding for a dividing fence that adjoins private property. Financial co-contributions to projects are encouraged and will be considered when 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.
16. 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.
17. 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.
18. 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.
19. 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, quotes must be provided for all items.
20. Do you have any tips for obtaining quotes?
We recommend that you obtain quotes from more than one supplier. If applying under Stream 1, it is also recommended that you ask suppliers to provide a quote valid for 90 days where possible.
21. Do we need to provide quotes when applying under Stream 2?
You do not need to provide a quote however you are required to provide information to show that the project has been costed. For example, room hire for community event at 2 hours x $40 per hour = $80.
Submitting an application
22. I haven’t used an online application before. What help is available for me?
The Department of Justice and Community Safety 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 .
23. How do I spell check or format my response in SmartyGrants?
Most internet browsers have spell checking facilities built in and 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.
24. 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
25. 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
26. 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.
27. 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 a signed funding agreement:
- stream 1 projects will receive an upfront payment equal to 100 per cent of the total grant funding
- stream 2 projects will receive three milestone related payments.
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.
28. 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 Community Safety 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 .