Guidelines: Building Safer Communities Program

Program overview

The Building Safer Communities Program is an important part of the government’s crime prevention approach. The program provides grants to:

• empower and invest in communities to implement local, evidence-informed solutions to crime prevention issues, and 
• build the knowledge base of effective crime prevention practice by testing and evaluating innovative community safety and crime prevention initiatives.

The program offers funding through two competitive streams:

• Stream 1 – Creating Safer Places - grants of between $25,000 and $300,000 for councils to undertake urban design projects that apply an inclusive environmental design approach to deter crime, increase safety and activate public places.
• Stream 2 – Crime Prevention Innovation Fund - grants of between $25,000 and $300,000 for councils and not for profit organisations that are a legal entity and other specialist organisations for partnership projects that deliver and evaluate innovative community safety and crime prevention initiatives. Research bodies and commercial entities (such as consultancies or social enterprises) can apply but must partner with a council or community organisation on their application.

Applications closed Monday 15 March 2021.

Late applications cannot be submitted or considered.

Partnerships are strongly encouraged through the program. One eligible organisation will be responsible for submitting the application for the partnership and managing the grant if the project is approved for funding. An organisation can be a partner on multiple applications however it can only take the lead on one application per stream. 

Projects must be able to commence as soon as possible after funding is confirmed and be completed by 30 June 2023.

Application and assessment process

Applications closed Monday 15 March 2021.

You must prepare and submit your application in an online platform called SmartyGrants. You can access the application form in SmartyGrants via our website.

Only one application, per organisation, per stream should be submitted and will be considered. Late applications cannot be submitted or considered.

We will assess your application for eligibility and against the assessment criteria outlined below.

We may give your application to representatives from other government agencies and Victoria Police for comment.

The Minister for Crime Prevention will approve projects for funding.

We aim to let you know the outcome of your application within approximately three months of the program closing date, though this may depend on the number of applications we receive.

The Department of Justice and Community Safety (the department) will enter into funding agreements with successful applicants. A detailed overview of the responsibilities of successful applicants is outlined at the end of this document.

General program eligibility criteria

The detailed description of the streams below provides information on the types of organisations that can apply, as well as the activity that can be funded.

The program will not support the following through either stream of funding:

• Applications from non-eligible organisations (noting eligible organisations are specified under each stream).
• More than one application per organisation per stream (noting only councils are eligible to apply under Stream 1).
• Projects that do not address the specified objectives of the stream through which funding is sought.
• Applications that are above the maximum or below the minimum grant available through that stream.
• Activities that do not align with effective crime prevention practice.
• Activities that have already commenced for which retrospective funding is sought.

You will not be eligible for funding if you have any late or outstanding reports required for any previous Community Crime Prevention Program grant such as the Community Safety Infrastructure Grants, Community Safety Fund, Public Safety Infrastructure Fund or Graffiti Prevention Grants.

Please email communitycrimeprevention@justice.vic.gov.au (External link) if you are unsure if your organisation is up to date.

Assessment criteria

Eligible applications will be assessed using the following criteria. Weightings are provided as a guide to the relative importance of each criterion in the assessment.

1. Applies a strong problem-solving approach to address a crime related issue (40%)	The application: clearly outlines what the project will do and deliver and how your project will achieve the objectives of the funding stream  responds to a clear crime prevention issue supported by relevant local information, data and evidence. provides a strong rationale for why the proposed solution is the most effective way to address the identified crime prevention issue with reference to research and evidence.
2. Supports genuine community involvement and builds capability  (40%)	The application: has been developed through community consultation and includes clear opportunities for further community involvement in the design, delivery and evaluation of the project establishes or supports existing partnerships focussed on addressing a crime prevention issue demonstrates how the project will actively contribute to the understanding of effective crime prevention practice and influence others.
3. Shows a strong project management approach  (20%)	The application: demonstrates a clear project management approach to show the sequence of activity and how risks will be managed to ensure the work is completed by 30 June 2023 is supported by a detailed budget supported with quotes or cost estimates draws on the skills and knowledge from across the organisation and community to implement the project.

General assessment considerations

The department will also consider the following when recommending applications for funding:

• Value for money (for example builds on other investment in the local area or contains co-contributions toward funding the project)
• The impact on the community of the identified crime prevention issue.
• Broader crime and safety needs of the target community.
• Promoting diversity in project types and locations across Victoria.
• Whether applications are based on sound evidence and community consultation.
• Whether you have previously received a Community Crime Prevention grant and how well it was managed. 

How can I improve my chances of being approved for funding? 

The following section provides some suggestions on how you can develop a strong application that has a good chance of success.

Work in partnership 

Partnerships are strongly encouraged in both streams. You might consider working with the following community partners:

• Incorporated and non-incorporated not-for-profit community organisations.
• Local retailers, small businesses and local trader associations.
• Local community groups and organisations which represent special interests and issues, e.g. schools, young people, environment, heritage, cultural, sporting and residents’ groups.
• Research bodies and commercial entities (such as consultancies or social enterprises).
• Local police.
• Public transport and utility companies.

Grant funding can be distributed to partners (not government agencies or utility companies) to resource their involvement in your project. If you intend to share grant funds with other organisations, your application must clearly identify all partners, the amount of funding going to each partner and what the funding will be used for. If the application is successful, one organisation will be responsible for managing the funding agreement with the department and distributing funds to partners as outlined in the application. 

Clearly explain the problem, the solution and why you think your project will be a success 

Your application should clearly identify the issues your project aims to address and provide supporting evidence or data to help us understand the problem, what is causing it, and what impact it is having in the community. You should clearly say how your project will address these issues, and how you will measure the impact and success of your project. 

For larger projects, you should consider including a ‘project logic’ or ‘investment logic’ map with your application. These set out the problem, the proposed solution and objectives of the project. 
Read the resources on our website and show how they have influenced the design of your project.

Additional resources that may assist you apply for a grant are available. These include:

• Frequently Asked Questions 
• Featured projects/case studies
• Information on engaging Victoria Police and the Crime Statistics Agency
• Factsheets on a range of topics.

Provide evidence to support your application

You can provide evidence with your application to help explain:

• the need for your project
• what your project will do and deliver
• why you think the project will be a success
• who your partners are and what role they will play in supporting your project.  

The table below outlines the type of evidence you can provide to support your application. You don’t need to provide all this information, only include what is relevant to your application. You might be able to think of other information that is also relevant to your project.

A shorter, well written application that clearly addresses each of the assessment criteria is often more effective than a long, overly detailed application, which can make the key information difficult to identify. 

Explaining project need Community survey or community engagement results. Local demographic information.  Information from Victoria Police and the Crime Statistics Agency that demonstrates a crime or safety issue in your area. Media articles on the local problem your project aims to address.  Feasibility studies or consultancy reports. Council information (for example, the number of complaints about a particular issue, work logs or maintenance records). Community safety audits, such as Crime Prevention through Environmental Design (CPTED) audits.

Explaining what your project will do and deliver A project plan that shows key tasks and dates. Maps, plans and photos. A project or investment logic map about what you intend to achieve and how you intend to do it. Detailed quotes or cost estimates.

Explaining why your project will be a success Information on other similar projects your organisation has managed and the outcomes it achieved. Research or project evaluations.  A risk assessment outlining the potential challenges to achieving success and how these will be managed.

Explaining who your partners are and what they will do A list of who you have approached to be involved as partners and how the partnership will benefit the project. Letters of support that confirm what each partner will do and what experience they have in supporting similar projects.  Information about how the partners will work together, including how partners will plan, report progress, keep records of meetings and deliver the project.

If you are unsure about whether your project will be eligible for funding, you should discuss the idea before you start your application

If you have any questions after reading these guidelines or the information resources on our website, you can email the department at communitycrimeprevention@justice.vic.gov.au (External link)

Stream 1 - Creating Safer Places

Creating Safer Places supports urban design projects that apply an inclusive environmental design approach to deter crime, increase safety and activate public places. 

Funding available

$25,000 - $300,000 per project over two years.

Who can apply?

Victorian councils.

Grant objectives

Creating Safer Places funding aims to:

• help prevent crime and improve safety and community perceptions of safety
• encourage the legitimate use of public places by increasing amenity and encouraging a positive sense of ownership of the space
• assist a diverse range of community members to feel safer and become more engaged in their community
• encourage the development of local partnerships to understand and address local crime prevention issues.

What can be funded?

Applicants are encouraged to incorporate a combination of the following elements in their project to reflect the needs of the community:

• Inclusive urban design principles to enhance the safety and amenity of public spaces for a diversity of community members, which could include graffiti prevention measures.
• Place-making initiatives that increase community ownership and use of a location. 
• Consultation with a diverse range of community members in the design and implementation of the project, noting reasonable consultation costs can be covered by the grant.
• Education or awareness initiatives that address reasons for poor perceptions of safety in an area, such as graffiti.

Councils are encouraged to consider conducting a Perceptions of Safety Survey in their municipality as part of their project where this would support or complement other project activity. Grant funding can be used to cover reasonable costs relating to the delivery of the survey and these should be clearly identified in your project budget. Further information on the Perceptions of Safety Survey is available on our website.

What will not be funded through this stream?

• Activities that duplicate the funding responsibility of other government departments or programs.
• One off or short-term event related costs that are unlikely to result in a sustained increase in public use of the area.
• Costs that are not community crime prevention focused such as road/traffic safety, water safety, fire safety, child safety, Occupational Health and Safety or general maintenance or amenity costs that do not improve security or seek to increase use of a public place.
• Costs to enhance infrastructure that does not currently exist or that requires other major works to be completed first.
• Projects that can’t be completed by 30 June 2023 or create the need for, or expectation of, further government funding.
• Activities that have already commenced for which retrospective funding is sought.
• Design costs related to the manufacture or configuration of the infrastructure, project management, legal and administrative costs, planning permits or fees, camera licences, audit services, ongoing maintenance and management costs*

*It is expected that these costs will form part of your contribution to the project if approved for funding.

Special note on applying for CCTV funding

CCTV funding is only available through Stream 1, noting only councils are eligible to apply under this stream. Applications for CCTV will only be considered for public spaces. Councils must confirm they are responsible for owning, managing and maintaining the CCTV system and that access to CCTV storage systems and footage will be limited to council staff and/or Victoria Police.

All councils funded to deliver CCTV systems will be required to enter into a Memorandum of Understanding with Victoria Police to inform the management and operation of the system and access to footage.  

Further detail on what to consider when applying for CCTV related costs is available on our website.

Stream 2 - Crime Prevention Innovation Fund

Funding available

$25,000 - $300,000 per project over two years.

Who can apply?

Victorian councils and not-for-profit organisations that are a legal entity are eligible to apply. Research bodies and commercial entities (such as consultancies, universities or social enterprises) can also apply but must partner with a council or community organisation on their application.

What do we mean by a crime prevention innovation project?

The department defines ‘innovation’ as a new approach to creating significant positive change. Innovative crime prevention initiatives use creative ways to address crime and safety issues by delivering projects that increase the capability for the community to understand and address crime.

Grant objectives

The Crime Prevention Innovation Fund aims to support projects that:

• Test new approaches to addressing crime and community safety issues that are evidence based and reflect promising practice.
• Actively build capability within the community to understand and address crime and community safety issues.
• Contribute to the evidence base of effective crime prevention practice.

Applicants should clearly identify the need for, and likely benefit of their proposed initiative, using evidence.

What can be funded?

Funding is available for a range of innovative projects that address the above objectives. This includes but is not limited to:

• Demonstration projects to test and evaluate new approaches to preventing crime that consider how benefits may be sustained beyond the funding period.
• The development of practical tools and resources to improve the understanding and/or management of crime and community safety related issues.
• Initiatives that work with and engage diverse communities or groups (such as cultural or religious groups, women, young people or members of the LGBTQI community) to identify, test and document practical strategies that build resilience and improve safety and perceptions of safety.
• Initiatives that establish or strengthen partnerships across community, business, sport, government services and other sectors to address the causes of offending and crime and build community cohesion and safety.

Applicants are encouraged to consider conducting a Perceptions of Safety Survey as part of their project where this would support or complement other project activity. Grant funding can be used to cover reasonable costs relating to the delivery of the survey and these should be clearly identified in your project budget. Further information on the Perceptions of Safety Survey is available on our website.

What will not be funded through this stream?

• Research that is purely academic in nature and is not used to inform the practical component of a project, or which does not result in practical tools or resources that can be used by communities.
• The development of software applications (apps).
• Activities that provide an unreasonable commercial advantage to the applicant.
• Overseas or interstate travel related costs.
• Recurring or ongoing operating costs that relate to business-as-usual activities, including employment of staff. 
• Projects that can’t be completed by 30 June 2023 or create the need for, or expectation of, further government funding.

Special note on Intellectual Property

It is expected that any intellectual property developed by funded projects will be made readily available for community use and the department reserves the right to publish information from funded projects on the Community Crime Prevention website. This includes evaluation reports, any practical tools or resources developed or any other information that may help to share project learnings with others.  

Information for unincorporated organisations

An unincorporated organisation may only access grants if an incorporated organisation or council applies on its behalf. This is known as an ‘auspice’ arrangement. Only unincorporated organisations are able to be auspiced in this way, applications that involve auspice arrangements for ineligible organisations (such as Victoria Police or other government agencies) will not be considered.

If your application is successful, the ‘auspice’ organisation agrees to take the full legal and financial responsibility for the project. Grant funds are paid directly to the ‘auspice’ organisation. 

It is expected that the auspice organisation will support the unincorporated organisation to build the knowledge and skills required to apply for and manage government grants as part of the project. This will be considered when assessing applications that contain auspice arrangements and you should clearly state how this support will be provided in your application. 

Find more information about auspicing arrangements (External link)

Grant management responsibilities

Funding agreement

If your project is approved for funding, the department will prepare a funding agreement based on the Victorian Common Funding Agreement (VCFA) depending on the value of the grant:

• Under $50,000 (ex GST) – short form funding agreement, or
• $50,000 (ex GST) or over – standard form funding agreement which is made up of two parts. Part A outlines project-specific obligations for funding and reporting requirements and will be based on the information in your application, any additional information we asked for, and any amendments we agreed. Part B is a set of standard terms and conditions that apply to all government grant funded projects. 

Read more about the VCFA (External link)

Grant recipient responsibilities

Grant recipients will be responsible for:

• Entering into a funding agreement with the department within no more than four weeks of the date of the funding offer. You must comply with all requirements of the funding agreement.
• Ensuring appropriate arrangements are in place to sustain the project and its outcomes.
• Ensuring compliance with all government regulations, including occupational health and safety and any other applicable laws.
• Ensuring they are compliant with the Child Safe Standards under the Child Wellbeing and Safety Act 2005 and providing evidence of this as required by the department (projects working with young people only).
• Letting the department know if anything happens that might change your project or the way it is delivered before any changes are made.

Project partners will be responsible for:

• Managing and accounting for any grant funding they are given to resource their involvement.
• Participating in project activities in accordance with the project management plan.
• Encouraging and supporting community members and groups to participate in the project.
• Complying with applicable government regulations, including occupational health and safety.

Important note on working with children and young people 

If your project will work with young people under the age of 18 years, your funding agreement requires you to comply with the Child Safe Standards and the requirements of the Working with Children Check, where relevant. Information on these requirements can be found on our website.

You will also be required to have insurance in place against child abuse. Visit this page (External link) for information on this requirement, including the minimum requirements for insurance.

If your organisation does not already have insurance coverage against claims of child abuse that meet these minimum requirements (such as that provided through the Victorian Managed Insurance Authority’s Community Support Organisation Program) and you need to purchase additional insurance coverage, you should get two or three quotes from insurance providers to determine the cost of this insurance.

You can include the cost of maintaining this insurance for the period of your project in your project budget and have it covered by the grant. You should provide a copy of the insurance policy to confirm it meets the government’s requirements with your application. You should not purchase an insurance product until you are advised your application has been approved for funding and you have signed a funding agreement with the department. You will be expected to provide a certificate of coverage to confirm the insurance is in place within one month of signing the agreement or as agreed.

Evaluation

Capturing and sharing lessons learnt from your project is a key objective of this grants program. All projects must include an evaluation component. 

Larger projects will be required to submit an evaluation plan and baseline data early in their project and to submit an evaluation within a reasonable timeframe of completion and acquittal of the project (timeframe to be agreed with the department, depending on the nature of the project).

Evaluation findings will be published on the department’s website, and the department also reserves the right to publish full evaluation reports of funded projects.