Grants Help Guide Libraries, Learning, Arts and Culture - A 'how to' guide on Stretch Arts Grant and - City of Mandurah
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Grants Help Guide
Libraries, Learning, Arts and Culture
A ‘how to’ guide on Stretch Arts Grant and
Creative Mandurah Grants Program
www.mandurah.wa.gov.au1
Contents
The City of Mandurah Grants Process
Tips for developing Great Projects
Grant Writing Tips
How to use the Online Grants System
2
The City of Mandurah Grants Process
The City of Mandurah is committed to supporting local community groups through two main arts grants. This scheme
has two streams of funding;
1. Stretch Arts Festival
2. Creative Mandurah Grant Program
This guide relates to The Creative Mandurah Grant Program.
The Grants Process from beginning to end
STEP 1: STEP 3:
STEP 2: Upload STEP 4:
Talk to Staff
Round opens: required Round closes:
about your idea.
Start online documents Panel assess
Develop your and submit
application applications
idea application
STEP 5: STEP 6: STEP 7:
Sign Agreement STEP 8:
Applicants Run Submit grant
Form. Create
notified of project report (Acquittal)
invoice and send
outcome to the City.
or event
1. Talk to City of Mandurah staff / develop your project idea
Talk to an Arts Officer early in the project development stage to gain support in developing your project and clarity
around how best to meet the guidelines.
Read the Grant Guidelines that can be found on the City of Mandurah website:
www.mandurah.wa.gov.au/en/Permits-and-Approvals/Grants/Arts-and-Culture-Grants
For more information on developing projects in this Guide see Page 10 “Tips for developing great projects”.
The online application form for the grant is available to view before the round opens;
https://mandurah.smartygrants.com.au/
Also get feedback from an Arts Officer on your application before applying and / or before you submit it.
3
The City of Mandurah Grants Process
1. Stretch Arts Festival Grants
General information:
The City of Mandurah is committed to financially supporting local arts, heritage and cultural activities through the
Stretch Arts Festival Grant Program.
We welcome applications from organisations or individuals living in the Mandurah area and/or delivering projects as
part of the Stretch Arts Festival, May 2018.
The Council is able to support initiatives which support one the following five (5) objectives:
1. Enhance social well-being and encourage participation in local community art or cultural activities
2. Develop and nurture the skill base of our local community
3. Engage in partnerships with community groups, schools, young people, people with disabilities or seniors
4. Develop contemporary artistic practices
5. Express local culture and identity
*Projects must have an outcome at or involvement in the Stretch Arts Festival, season dates May 2018.
Available Funding:
$15,000 funding pool
Maximum funding level $2,000
Added Bonuses for successful applicants:
As part of the Stretch Arts Festival Grant Program, successful applications receive;
• Inclusion in the Stretch Arts Festival program
• Promotional materials distributed through City of Mandurah out-centres and facilities
• Opportunities for in-kind City of Mandurah facility hire
Who can apply?
Incorporated, not-for-profit organisations or individuals living in the Mandurah area and/or delivering projects in
Mandurah.
Non-incorporated community groups may seek the services of an incorporated body (sponsor) to auspice the project
on their behalf. The sponsor will be required to accept legal and financial responsibility for the project or activity.
What we WILL fund:
Projects that have an outcome at or involvement in the Stretch Arts Festival, season May 2018
• Marketing and advertising costs
• Arts workers, artists or other professional fees
• Direct program delivery expenses i.e. instructor/training provider costs
• Production costs
• Arts materials and equipment hire
• Facility hire (City of Mandurah venues could be available for Stretch if negotiated in advance)
• All Art Forms
• Option of 100% funding of activity/project (we encourage you to find other cash or in-kind support)
4
The City of Mandurah Grants Process
What we WILL NOT fund:
Projects that do not have an outcome at or involvement in the Stretch Arts Festival, season (May 2018)
• Retrospective / deficit costs (funding of activities already held or loan repayments).
• Associations with outstanding debts or acquittals due to the City of Mandurah.
• Core organisation operating costs i.e. a permanent position for ongoing work.
• Incorporation set up costs
• Activity that is funded through the Community Development Fund
• Projects which occur as part of the City’s ordinary activities
• For-profit organisations
• Ongoing operation costs;
• Annual/ongoing programs;
• Major capital costs;
• Risk against loss;
• More than one request for funding within any financial year (1 July to 30 June);
• Government or quasi-government agencies;
• Development or improvement of school facilities and equipment associated with the normal curriculum;
• Fund raising projects
• Travel and accommodation expenses
Before you apply:
• Be clear about your project
• If you are a group, get your group or organisations endorsement
• Collate quotes for what you want City of Mandurah to fund
Speaking to an Arts and Cultural Development Officer at the City of Mandurah before you commence your grant
application is important to get the best help for your project and grant application. Even as you are writing your grant
application ask for feedback from the Arts team.
5The City of Mandurah Grants Process
2. Creative Mandurah Grants Program
General information:
The City of Mandurah recently adopted an Arts, Heritage and Culture Strategy as a means of giving focus and
direction to the City’s growing infrastructure. This included a commitment to financially supporting local arts, heritage
and cultural activities through a Creative Mandurah Grants Program. The key purpose of the grant program is to
encourage the community to work with the City to activate the strategy.
We welcome applications from organisations or individuals living in the Mandurah area and/or delivering projects in
Mandurah that can show how they will further the City’s cultural aspirations outlined in the Arts, Heritage and Culture
Strategy to build a unique, rich and creative, word class cultural City with opportunity for all.
The Council is able to support initiatives which meet at least one of the following objectives:
1. Projects that develop and nurture the skill base of the local community;
2. Projects that develop and nurture the skill base of individual artists (all art forms);
3. Projects that express local culture and identity;
4. Projects that use digital technology and
5. Projects that activate tourism in the area eg. pop up shops.
Priority will be given to projects that focus their activities with the following communities:
• Young people
• Binjareb/Noongar
• Multi-cultural groups
Key Dates:
Creative Mandurah has one funding round per year;
Applications open: 16 April, 2018
Applications close: 29 June, 2018
Successful grants approval: 1 August, 2018
Acquittal due date: 26 June, 2019
Who can apply?
Incorporated, not-for-profit organisations or individuals living in the Mandurah area and/or delivering projects in
Mandurah.
Non-incorporated community groups may seek the services of an incorporated body (sponsor) to auspice the project
on their behalf. The sponsor will be required to accept legal and financial responsibility for the project or activity.
6The City of Mandurah Grants Process
Funding available:
$20,000 funding pool
Maximum funding level $2,000
The Creative Mandurah Grants program will fund:
• Marketing and advertising costs • Arts materials and equipment hire
• Arts workers, artists or other professional fees • Incorporation set up costs
• Direct program delivery expenses i.e. instructor/ • Facility hire
training provider costs • All art forms
• Production costs • Heritage Programs
We will NOT fund:
• Retrospective / deficit costs (funding of activities • Major capital costs
already held or loan repayments) • Projects held at or involving the Mandurah Performing
• Associations with outstanding debts or acquittals due Arts Centre
to the City of Mandurah • Programs that support exhibitions at CASM/Alcoa
• Core organisation operating costs i.e. a permanent Mandurah Art Gallery
position for ongoing work • Risk against loss (eg. Grant to buffer against loss on
• 100% funding of activity/project ticket sales)
• Activity that is funded through the Community • More than one request for funding within any
Development Fund financial year (1 July to 30 June)
• Projects which occur as part of the City’s ordinary • Government or quasi-government agencies
activities • Development or improvement of school facilities and
• For-profit organisations equipment/programs associated with the normal
• Ongoing operation costs curriculum
• Annual/ongoing programs • Fund raising projects
• Travel and accommodation expenses
Before you apply:
• Be clear about your project
• If you are a group, get your group or organisations endorsement
• Collate quotes for what you want City of Mandurah to fund
Speaking to an Arts and Cultural Development Officer at the City of Mandurah before you commence your grant
application is important to get the best help for your project and grant application. Even as you are writing your grant
application ask for feedback from the Arts team.
7The City of Mandurah Grants Process
2. Round Opens – Start Online Application
Using the online grants system
• All applications are to be submitted online during the This encourages applicants to be succinct and concise
time the round is open in their application.
• Register first - create a login and password, after that • Some sections are locked - just go to next page
just login • Save as you go
• Not incorporated? you will need an auspicing • Can work on the form over the duration of the grant
organisation round
• Some fields are mandatory • Only submit the form when you have finished
• Word limits apply to most sections
The application can be saved and edited regularly while the grant round is open. The application needs to be
submitted prior to the round closing.
For information on how to commence an online application go to page 18 of this guide.
Ask for feedback from an Arts Officer about your application. The Arts Officer can request to view your application by
sending you an email. If you would like feedback on your application then click to accept the invitation.
The applicant and incorporation
To be an applicant your group either needs to be Incorporated or seek another organisation to ‘auspice’ the project.
The word ‘auspice’ means to lend support to someone. In the context of grant applications, an auspice organisation is
legally responsible and is given the grant money on your behalf. They have the responsibility for ensuring the project
gets completed on time and also submits the final reports on your behalf.
If your group wants to become incorporated go to the following website for more information:
www.commerce.wa.gov.au
3. Upload Required Documents and Submit Application
The following documents are important
1. Certificate of Incorporation (if not already supplied to grants team previously) When a group is ‘registered’ as
an incorporated group, it becomes a legal ‘identity’ separate and distinct from the individuals who make up the
group. This means the group as an entity can apply for funding and receive insurance etc. Groups wanting to be
incorporated can apply for grant funding for this purpose.
2. Written quotes for items requested and letters of support: Letters of support are letters written by another
organisation to express their support of your project.
3. Public Liability Insurance: It is the responsibility of your organisation to have current Public Liability insurance
of at least $20m for organisations and $10m for individuals. This covers you and your organisation for losses
or damage a third party suffers as a result of your organisations business activities. It protects you against the
financial risk of being found liable for death or injury, loss or damage of property or financial loss resulting
from negligence. You will need to advise us if your organisation has current Public Liability coverage. Your grant
application will not be considered if you do not have Public Liability Insurance.
8The City of Mandurah Grants Process
As part of the online application process we request you to upload documents. This means an electronic copy of this
document will need to be on the computer you are working from, in order to upload it. Eg. A scanned copy of the
document (PDF) or a Word or other electronic document.
Many of the sections in the form have compulsory fields and unless these are completed the system will not allow you
to submit.
4. Round closes and panel assesses applications
Once the round is closed the Arts Officer will review all applications and seek additional information as required to
support your application.
The panel consists of four Elected Members (Councillors) and three City of Mandurah Staff (Senior staff from Libraries,
Learning, Arts and Culture).
The panel usually meet two weeks after the grant round has closed to assess applications and make decisions as to
funding allocation. The panel may decide to set specific conditions for grant funding and may or may not grant all of
the funds requested.
5. Applicants notified of outcome
All applicants will be advised in writing as soon as possible after the panel meeting of the outcome. This is usually
within one week of the panel meeting.
For Successful Applicants the following steps 6 – 8 will apply
6. Complete agreement form and create an Invoice
In order for the City of Mandurah to release funds you need to supply;
• A signed copy of the funding agreement.
• An invoice created by your organisation for the amount specified
These need to be forwarded to the relevant Arts Officer:
Stretch Arts Festival Grant: stretch@mandurah.wa.gov.au
Creative Mandurah Grants Program: artsculture@mandurah.wa.gov.au
This needs to be submitted prior to the end of the current financial year. Invoices not received by this time will not be
paid and will result in the funding agreement being considered void.
An agreement is a contract between the City and a successful organisation that specifies the terms and conditions of
the funding. This needs to be signed by the organisation and forwarded back to the City of Mandurah for the contract
to be considered valid.
Invoicing - To receive funding from the City of Mandurah your organisation needs to create an invoice and send it to
the City of Mandurah. This is the formal way of requesting funding from the City.
The type of invoice you create will depend on whether your organisation is registered for GST;
• Invoice – This is for organisations that are NOT registered for GST to create a request for payment.
• Tax Invoice – This is for organisations that are registered for GST to create a request for payment. This must state
that the fee is GST inclusive.
9The City of Mandurah Grants Process
Examples of a Tax Invoice and Invoice are on the next page.
Please use the following examples as a guide for invoicing and quote the application ID in your description and
purchase order number if known
Purchase orders are created by the City of Mandurah to allocate funds to a
particular organisation for payment
Example invoices – use as a guide
Registered for GST?
Create a TAX Invoice
State your ABN
State the amount that includes GST
(The grant agreement specifies the amount allocated not including GST.)
Not registered for GST?
Create an Invoice
State your ABN
If you do not have an ABN you will need to complete a “statement by
supplier” from the Australian Taxation Office (ATO) website and send this in
with your invoice.
This states that the organisation is not a profit making enterprise and does
not require an ABN.
Statement by Supplier Form
10The City of Mandurah Grants Process
7. Run project or event
Changes to your project / event
If your project will not go ahead within time frames specified or you are unable to deliver as per the funding
agreement, you will need to write a letter to the Manager of Libraries, Learning, Arts and Culture to request a variation
to the grant agreement. Contact an Arts Officer for further information if this becomes a concern.
Promoting City of Mandurah grants
In order to promote the grants program to other community groups it is important to acknowledge the City in some
way in your marketing.
You can acknowledge the City of Mandurah in three ways:
1. Use the following words in your marketing (flyers, brochures and advertisements); “Proudly supported by the City
of Mandurah’s Stretch Arts Festival or Creative Mandurah Grant Funding” (depending on which grant)
2. Acknowledge the City during speeches. E.g. “this project is supported by the City of Mandurah’s Stretch Arts
Festival or Creative Mandurah Grant Funding” (depending on which grant)
3. You can also use the City of Mandurah’s logo. Please note that you will need to forward the document to the City
for approval (please allow two weeks for this process).
Reporting requirements of a grant
Be aware of the reporting / evaluation requirements before you start your project. This effects how you roll out your
project and influences your record keeping and evaluation of the project or event. This means by the time you come
to submitting your online report/acquittal for the grant it will be straightforward.
Planning an event
For more information about how to plan a successful event contact recreational services 08 9550 3612
You may also want to promote your event on our tourism website.
http://www.visitpeel.com.au/events/events-calendar/submit-an-event
Insurance for your project or event
The City of Mandurah expects that your organisation will have Public Liability and Professional Indemnity Insurance as
appropriate for your event. We will not fund any project without appropriate Public Liability Insurance.
Creating accessible events
The City of Mandurah has a legal commitment to provide accessible events for people of differing abilities. This
means that as a recipient of grant funding it is important to consider accessibility in your marketing and choice of
venue etc. For more information about creating accessible events go to http://www.disability.wa.gov.au/ and search
for accessible events.
Complete grant report (acquittal)
The reporting that your organisation is obliged to provide at the end of the grant period is called an acquittal. This
requires reporting on the outcomes of your project against your objectives as well as submit a financial report on the
11The City of Mandurah Grants Process
income and expenditure of your project. (Or an independent audited report).
Reports will need to be submitted online
This will require you to login to https://mandurah.smartygrants.com.au/
Use the same login and password that was created for the application and submit evidence as required.
Financial reporting
Supply copies of invoices that relate to expenditure as stated in the agreement.
Include a detailed outline of the projects income and expenditure.
Using photos of participants of your project
If you are planning to submit photos of participants in your project as part of your grant reporting you will need to
obtain their consent.
Consider using the following wording on consent forms:
“I give consent to having my photo taken and am aware that your organisation may use these for promotional
purposes. yes no”
You will also need to get their name, signature and a phone number in case you need to check details
One option is to have a consent form as part of the written RSVP for an event.
STEP 1: STEP 3:
STEP 2: Upload STEP 4:
Talk to staff
Round opens: required Round closes:
about your idea.
Start online documents Panel assess
Develop your and submit
application applications
idea application
STEP 5: STEP 6: STEP 7:
Sign agreement STEP 8:
Applicants Run
form. Create Submit grant
notified of project
invoice and send report (acquittal)
outcome to the City
or event
12Tips for Developing Great Projects
Think Big!
In the beginning allow yourself to be creative in your
ideas and think of possibilities.
Do this on your own or develop a creative ‘think tank’
group.
Focus on what is possible and deliberately put aside
any thoughts of “that won’t work because!”
Plenty of time for that later!
Ask yourself questions:
• What organisations could we partner with to get
more benefit for the community?
• Who could be on the committee?
• How does the community benefit from this idea?
• Which groups in our community could benefit
from this idea? (target audience)
• How else can the wider community be involved
and engaged?
Have a committee
This way you can share the load! It also means you have people to bounce of and refine your idea.
Sharing the responsibility means there is more likelihood of success and sustainability in the long term.
Strength in diversity
Many skills may be needed in developing a project; initiative, account keeping, record keeping, facilitation, handyman,
marketing, evaluation, writing and self-reflection skills. Identifying the skills in your team for specific tasks will make
implementing the project more enjoyable, inclusive and successful in the long run.
Consider - What is the ‘need’ or ‘gap’ in the community?
Projects often start because of a perceived need. E.g. not enough housing for people, lack of access to social activities
for the frail aged, transport challenges for people with health concerns, people are disconnected from nature, few
opportunities for young people to express themselves artistically.
With any brilliant idea it is important to go back and think ‘what are the benefits to the community from this project?’
A project that demonstrates a strong benefit to the community is more likely to get supported. This also helps you to
describe the outcomes you are hoping to achieve.
Invite feedback
Invite others to think about your project and give you feedback. Consider holding open meetings within your group,
with the local school, businesses, community organisations and others in that area.
13Tips for Developing Great Projects
Allow your project idea to evolve
Inviting feedback could mean your project evolves in a
different way.
Funding bodies will have their own objectives. Be open to
seeing how your idea could evolve to meet others’ needs.
Remember City Staff are there to bounce your ideas off.
Once you have consulted and allowed your idea to evolve, the
decisions about; what, where, when and how will be easier.
Be brief. Dot point your ideas, keep it simple.
Useful questions to help your idea evolve;
• Who could we get feedback from?
• What ways could this idea evolve?
Funding Options
Consider a range of funding sources so your project is not reliant on one source. There are many options;
collaboration with organisations to ‘borrow’ from their skills and resources, fund raising, businesses and individuals
donating goods, donation of time by local service providers with specific skills, business support and sponsorship.
Check the funders requirements. Some funders will only accept applications from organisations who have DGR
(Deductible Gift Recipient) status with the ATO.
Funding Organisation More Information
Department of Sport and Recreation www.dsr.wa.gov.au/funding
Alcoa http://www.alcoa.com/australia/en/info_page/PART_becoming_partner.asp
Department for Culture and the Arts. http://www.dca.wa.gov.au/funding/
Lotterywest http://www.lotterywest.wa.gov.au/grants
CANWA (Arts) http://www.canwa.com.au/doing/funding-resources/
Australia Post http://ourneighbourhood.com.au/index.html
Bendigo Bank https://www.bendigobank.com.au/public/community/community-funding
RAC http://rac.com.au/news-community/sponsorship/community-sponsorships
Comm Bank www.commbank.com.au/grants
SGIO www. communitygrantsprogram.com.au/sgio
Rio Tinto http://www.riotinto.com/ironore/community-investment-9610.aspx
Office of Multicultural Interests http://www.omi.wa.gov.au/
Telstra Kids Fund http://www.kidsfund.telstrafoundation.com
Macquarie Group http://www.macquarie.com.au/mgl/au/about-macquarie-group/foundation
14Tips for Developing Great Projects
Grant Directories More Information
Australian Government Grants http://www.business.gov.au/grants-and-assistance/grant-finder/Pages/
default.aspx
Grant Guru http://community.grantready.com.au/
Implementing your project
Have a clear plan and timeline for implementation. This is the time for detail to work out the what, where, when and
how.
Some useful questions:
• What needs to happen first? • How could we do that more simply?
• Who is the best person for that particular role? • How could we evaluate this?
• When does ... need to happen? • What is the contingency plan?
Marketing tips and promotion
Promoting widely means more people benefit. Keep your promotions short, to the point, positive and eye catching.
Consider:
• Flyers / Posters • Editorial or advertisement in the local newspaper
• Facebook pages and ads • Press releases
• Create a website • Presentations to local service clubs
• Roadside banner • Community radio announcements
• Email distribution list • Networking opportunities with community groups
Evaluation of your project
Evaluation provides a way of recording your successes and supplying information to meet your grant reporting
requirements. It is also a way of reflecting and thinking about how you could improve for next time.
• You need to think about evaluation before you • Qualitative interviews of participants – asking open
commence your project so you know how you are ended questions that participants can answer how
going to record your successes. Possible ways to they wish, then writing up all the responses and
measure your outcomes; identifying the key themes
• Photos of committee, project milestones, • Phone interviews
participation, project in action • Surveys or opinion polls of participants / providers
• Copies of newspaper advertising or flyers / posters • Portfolio of work done
produced
• Group interviews / discussion
• Record of participation / attendance at projects /
• Sentence completion cards. Eg; “The best thing about
events
this event is…”
• Record your observations of group / event. “the event
• Report on new or stronger partnerships developed
was...”
through the project
• Written stories highlighting impact / outcomes of
• Pre and post testing using specific measures – graphs
the project. Consider the “Most Significant Change”
showing changes
method.
http://betterevaluation.org/plan/approach/most_significant_change
15Grant Writing Tips
1. Know what the aims are of the grant funding you are applying for
Read the guidelines several times so they are clear in your mind.
Ask questions of your funding body for anything that is not clear to you.
2. Be clear, concise and to the point
Dot points are great as it makes it easy to read and keeps your message clear. Using big words, jargon or complex
sentences will not convince your reader that your project is worthwhile. It also won’t disguise a project that isn’t well
thought through.
3. State clearly your objectives and the benefits to the community
This means stating the obvious. Even if the funding body know your organisation and project it needs to be stated
clearly in writing.
4. Present clear, realistic goals
It is great to think big and be creative, however the next step and what the funding body is looking for is that your
goals are manageable and realistic given your resources. Ensure your goals intersect with the funders goals.
5. Show the level of support for your project
Sometimes this is referred to as “In Kind” support. It means any contribution to the project that is not money, including
donation of goods or services.
For example someone in your group is a plumber by trade and offers to do the plumbing in your new building for free.
Record the time that will be donated with his/her expertise and if relevant estimate the dollar value of this time if you
had to pay a plumber.
Detail the kind of support you are receiving for your project; donations of goods, donations of time such as
professional expertise and volunteer labour, steering committee involvement and support from other organisations.
Examples:
• Committee of five volunteers will meet fortnightly to progress the project for the next three months.
• Donation of a fridge by XYZ company - valued at $900.
• ABC Accountancy volunteering expertise to manage the project budget x 10 hours - estimated value $1000.
• Committee members will paint the fence x six hours.
• Department of … are assisting with providing venue for free and are part of the organising committee.
6. Demonstrate collaboration with other organisations
Strong collaboration with other organisations and groups show willingness to step outside of your own patch and
build community connections. These are often referred to as partnerships by grant funders. They are seen as creating
more reach in the community and creating sustainability in the long term.
7. Outline the strengths of your organisation to implement this project
If you have experience or skills in the project / event that you are proposing then this is important information for the
funder to know.
16Grant Writing Tips
8. Ensure your budget is concise, clear and adds up.
The budget you submit says a lot about your project and shows whether you have considered costs accurately. The
budget needs to have clarity but not have highly specific detail. For example put in a line item for stationary but not a
separate line for pens then paper etc. The budget also needs to demonstrate good value for money.
9. Use relevant research to back up your project idea
Not always necessary, but good relevant statistics can provide validity to your idea. Ensure that any reference to
research is relevant and concise. The City of Mandurah website has free demographic information about Mandurah
residents: http://forecast.id.com.au/mandurah?WebID=10 and if you want to search for articles relevant to your idea
go to http://scholar.google.com.au/
10. Proof-read the application before submission
Ask someone who doesn’t know your project to read and give you feedback on any gaps or areas for improvement.
This person will be able to tell you if there are parts that aren’t clear. Also get someone to proof-read for spelling,
grammar, font, style and punctuation.
And don’t...
Assume the funder knows what your organisation does, what the organisations strengths are, details of your project
or why this is a good idea:
• Write in the first person or use personal pronouns
• Inflate budget figures to get more money
• Write your application at the last minute
• Include attachments without referring to them
• Submit applications without proof-reading
17How to Use the Online Grant System
1. Go to the Community Grants section of the City of Mandurah Website
www.mandurah.wa.gov.au/en/Permits-and-Approvals/Grants/Arts-and-Culture-Grants
Or go straight to https://mandurah.smartygrants.com.au/ - the City of Mandurah online SmartyGrants webpage.
2. Ensure funding round is open
Application forms can only commence and be submitted when the funding round is open for that particular grant
If you get stuck call or email a city of Mandurah Arts Officer. Details are on the bottom of the webpage for your
reference at any stage before, during or after a grant round.
3. Click on the Login tab
If the grant round is open either click on the Login tab or the grant round itself. This will take you to the login or
register page.
18How to Use the Online Grant System
4. New to SmartyGrants?
Read the instructions and complete the Register fields first.
Ideally use a work email and a generic password and write it down.
Share this with a key person in your organisation to ensure continuity of access for grants queries in the future.
You only ever register once. Anytime after this use the login on the right.
If you can’t recall your password just click on the ‘forgot your password’ icon below and Smartygrants will resend you a
password. Check your junk mail if you can’t find an email from Smartygrants.
5. Commencing your application
Ensure you have read the grant guidelines first and have spoken to an Arts Officer about your idea.
If a grant round is open you can commence the application process.
a. Ready to start an application? Click on the ‘Start a Submission’ button.
(Then if not already done so complete the login or registration)
b. If you wish to see the form before commencing it click on ‘Review Form’.
c. Once started click on ‘Save Progress’ button regularly. This ensures all the
fields you have entered data into will be saved as you go along.
d. Click on ‘Previous Page’ or ‘Next Page’ to look at different pages of the application form.
This allows you to go forward and back throughout the form as you wish. This is handy if you want to
change what you have written previously or see what sections are coming up ahead.
e. Attach a file.
If you need to attach a file from your computer as a supporting document with the application form
then click on ‘Attach a File’. This invites you to select a document from your computer and it is
uploaded so that the assessment panel can view this in conjunction with your application.
Some examples of what you might attach include: A flyer for the event from a previous year, letters
of support, background reading or any other document that is specific to your project and adds
weight to your application.
f. Complete the Application.
Complete the application at your own pace during the period the grant round is open. Click ‘Save’ and
‘Close’ and you can come back to the application days or weeks later to continue where you left off. To
go back into the application you will need to log in again and go into your application.
g. Save a copy.
If you wish to save a copy of your application to your computer or forward to someone for reviewing,
go to the last page of the application form which is the review page. Either save to your computer
and email from there, or open and then email.
19How to use the online grant system
h. Allow an Arts Officer to view your application.
Sometimes an Arts Officer may request to view your grant application in order to make suggestions to
assist you. In this case you will receive an email explaining this and you simply just need to click on a
link so that the officer can view your application. They cannot edit your application form, but they will
email you with suggestions as to how to improve it.
i. Submit application
When you are happy that your application is ready for submitting and have had someone else proof
read it, click the ‘Submit’ button.
• City of Mandurah staff cannot view your application prior to submission unless you give
permission.
• You will only be able to click on submit once you have completed all the required fields in the
form.
• You must submit your application prior to the grant round closing.
• Once submitted the application can no longer be edited, unless invited by a City of Mandurah
staff member.
If you want further technical support to get started and complete your online application you can
download a help guide at http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants
20You can also read
