Strategic Voluntary Youth Work Organisation (SVYWO) Grant Scheme: information for grant applicants

The Strategic Voluntary Youth Work Organisation (SVYWO) Grant Scheme (or the SVYWO) (formally National Voluntary Youth Organisation (NVYO) Grant will provide core funding to support voluntary youth organisations, to provide and develop quality youth work opportunities for young people in Wales aged 11 to 25. This grant could provide;

• general core cost support, for example, support to an organisation’s national infrastructure costs in Wales (it is up to the organisation which part of the infrastructure you apply for core funding for)
• stability to organisations to enable good interventions in Wales to continue.

Following applications for the first round of this grant which opened in October 2021, a second round of the grant is being opened for funding from May 2023 to March 2025. As with the first round, applications are sought from voluntary organisations that either operate all across Wales providing quality youth work opportunities, or who provide specialist youth work services aimed at those with protected characteristics.

Applicants should ensure they read this entire 'Information for grant applicants' document, including the annexes, before making an application.

Key Welsh Government policies which link to the outcomes of the SVYWO include: 

• Interim Youth Work Board: Final report
• Programme for Government
• National Youth Work Strategy
• Education in Wales – Our National Mission
• Youth Engagement and Progression Framework
• Children’s rights in Wales
• Cymraeg 2050: Welsh language Strategy
• Anti-racist Wales Action Plan
• LGBTQ+ Action Plan for Wales

This second round SVYWO will run from May 2023 and end on 31 March 2025. Up to £300,000 per annum has been allocated to this round.

This funding will be available to support both national voluntary youth organisations delivering youth work and smaller youth work organisations who may specialise in supporting young people with a protected characteristic or from disadvantaged socio- economic background.

The timetable for applications is as follows:

Week commencing 13 March 2023: Full application packs available.

11 April 2023, 10:00am: Deadline for completed applications to be received by the Welsh Government.

April 2023: Applications will be considered by a panel who will make recommendations to the Minister for Education and Welsh Language.

30 April 2023: Decisions announced by.

May 2023: Funding period starts.

The SVYWO is managed by the Welsh Government. Organisations interested in making an application for the SVYWO are required to complete an application.

Applications should be completed electronically and emailed to youthwork@gov.wales.

Where there is a maximum word count on the application form, we would ask that you do not exceed the word count for these sections.

In order to apply for funding, you must:

1. Be a national Voluntary Youth Organisation operating on an all-Wales basis (actively engaged in a minimum of 18 local authorities either physically or digitally), and/or
2. Deliver specialist youth work services aimed at young people with protected characteristics or from a disadvantaged socio-economic background which is not widely provided elsewhere and which would be of strategic relevance to the youth work strategy by increasing equality and diversity of opportunities

Applications can be joint bids.

3. Be delivering youth work to young people aged 11-25 in line with:

• Youth Work National Occupational Standards
• Youth Work in Wales: Principles and Purposes
• The National Youth Work Strategy for Wales 2019

4. Adhere to the UN Convention on Rights of the Child (UNCRC) and the Rights of Children and Young Persons (Wales) Measure 2011, and the Children and Young People’s National Participation Standards
5. Demonstrate how you will meet the language requirements of the young people you work with, and
6. Demonstrate how you will share skills and promising practice with others, in particular round progressing equality and reaching out to increase inclusion.

This grant is for core costs. Core costs are to provide organisations in Wales with stability, thus enabling the continuity of quality youth work interventions. Core costs (also known as running costs) are the regular day to day unrestricted activity costs which are necessary for an organisation to operate. Typically they include overall management, administration and support and premises costs that relate to the whole organisation, rather than to individual projects. These costs are often also called indirect, central or support costs.

Typical core or running costs include:

• salaries of core staff such as managers, administrators, finance staff, cleaners and caretakers
• convening meetings of the trustees or management committee and their expenses
• rent, heating, lighting, maintenance and insurance
• administration and office costs, for example, stationery, phone bills, postage, photocopying
• fundraising for the supporting costs for the organisation as a whole

Organisations completing the application form for the SVYWO will be required to provide full details how their bid will meet the range of criteria identified in the application form.

The assessment panel will be looking for evidence against the following areas:

Section A: Information in relation to your organisation(s). If you are submitting a joint bid, funding will be provided through the lead organisation. Details are required of all organisations who are part of the application, however key personnel details are only required for the lead organisation. Any details of conflicts of interest should include personnel in all organisations.

Section B: Your Application details and purpose. This includes:

• an overview of your proposal including specific targets that will be achieved and monitored
• evidence of your eligibility to apply for the SVYWO
• evidence in relation meeting the language needs of young people
• evidence in relation to ensuring the quality of your provision

Section C: Managing your proposal. This includes:

• how you will monitor and evaluate your progress, demonstrate achievements, and mitigate any identified risks. You should include details of how young people will feed into your evaluations, and any monitoring systems or tools you will use

Section D: Budget information. This includes:

• detailed information about funding sources, including that funding you are seeking from the SVYWO
• evidence in relation to value for money, the drawing in of additional resources
• sustainability.

Consideration will also be given to the viability of your organisation and proposed activity (including financial viability).

Additional information required in support of your application form

The application includes other areas that you are required to populate, including through the provision of specific documentation (Section E: Advance payments and required documentation).

These include:

• Confirmation if payment in advance is required
• An organisation chart showing all posts for which grant funding is sought
• A copy of your Equality Policy
• A copy of your Safeguarding Policy
• A copy of your Welsh Language Policy

Section F of the application form asks you to make relevant declarations and confirm your understanding.

The closing date for receipt of the application form for the 2023 to 2025 SVYWO funding round is 10:00am, 11 April 2023. Any application form received after this date and time will not be considered. You must submit your application form electronically to email: youthwork@gov.wales. All parts of your application form must be with us by the above deadline.

We cannot accept responsibility for application forms not received by the closing time and date. You may wish to set up an e-mail receipt of delivery.

Applications will be considered by a panel including both Welsh Government officials and representatives from the youth work sector. The panel will assess the applications and supporting documentation against the criteria listed above before making their recommendations to the Minister for Education and Welsh Language. Decisions on the disbursement of grant aid from this SVYWO Scheme will be the responsibility of the Minister.

We are unlikely to be able to offer a grant to all applicants. If the total amount applied for by all applicants exceeds the grant funds available, applications will be scored by the panel against the criteria, taking into account all the evidence provided.

Notification of grant allocations

Applicants will be notified by email of the outcome of their application by 30 April 2023.

Unsuccessful applications will be notified of the reason(s) why they have not been successful. Successful applicants will be notified of the outcome of their application, followed soon after by a grant offer letter. All offers of grant will be subject to the Welsh Government’s standard terms and conditions. To accept the offer of the grant, the applicant will need to sign the offer acceptance and return the whole document to the Welsh Government and include confirmation that those who have signed the offer letter are duly authorised to do so. Funding can then be released as agreed in the terms and conditions.

To enable the Welsh Government to monitor individual grant awards and evaluate the effectiveness of this scheme grant recipient organisations will be subject to a mid year and end of year annual monitoring arrangement as detailed below.

Grant recipients will be required to provide the following information by 18 October 2023 and 18 October 2024:

• Mid-year report (which will be issued by Welsh Government for completion) demonstrating the progress against the agreed objectives and detailing achievements and impact of those achievements. These reports must also include expenditure to date.

Grant recipients will be required to provide the following information by 30 April 2024 and 30 April 2025:

• Annual evaluation reports (these will be issued by the Welsh Government for completion) demonstrating the progress against the agreed objectives and detailing achievements and impact of those achievements.

Organisations will be expected to attend regular (minimum twice a year) monitoring meetings with the Welsh Government’s grant manager as part of this process. Additional requirements may also be included in the award letter.

On receipt of a valid claim, payments will be made quarterly in arrears each year in; June, September, December and March. Organisations requiring payments in advance will need to complete a payment in advance request form to demonstrate this need. This form can be obtained by successful applicants on request and will need to be completed before the offer letter is issued.

By the end of May 2024 and May 2025 grant recipient organisations must provide a 'Statement of Expenditure' certificate (a template will be provided), which must be signed to certify that all grant aid provided was expended for the purposes for which it was provided.

Please note that for organisations with charitable status, annual accounts must be prepared in accordance with the guidance provided by the Charity Commissioners’ ‘Accounting by Charities Statement of Recommended Practice’ or the Commissioners Statements ‘Accrual Accounting for the Smaller Charity’ and ‘Accounting for Smaller Charities Receipts and Payment Basis’, dependent on the organisation’s annual income.

The organisation will be responsible for all claims and receipts of payment and the above detailed related payment requirements with the Welsh Government. These include, but are not limited to the following:

• You will be required to return grant money not used for the approved purpose.
• We only pay grant funds for what you actually spend.
• We will ask you to return any overpayment.
• The Welsh Government must be acknowledged in any publicity about the work funded by the SVYWO and appropriate logo’s can be provided to assist with this.

Failure to fully comply with the terms and conditions in the grant award letter, may result in payment of SVYWO grant being delayed or stopped, and processes set in motion to recover any grant monies already paid. If an organisation experiences any difficulties they should contact the Welsh Government as soon as possible so that a solution can be found.

The Welsh Government does its utmost to ensure that the Scheme is administered to the highest standard and that all applicant organisations are treated fairly. If an organisation has a complaint or comment about any aspect of the Scheme, they should contact the Welsh Government in writing. The Welsh Government will aim to respond within 15 working days.

It is important that organisations remain independent and do not become over reliant on government funding. Organisations must be able to demonstrate that they are making every effort to raise funds or increase their income from non-governmental sources.

Officials from the Youth Engagement Branch will provide advice and guidance on the application process during the open bidding round. Officials will be unable to engage in discussion with respect to individual applications. Enquiries about the SVYWO Grant Scheme or the application process and completed applications should be directed to email: youthwork@gov.wales.

General voluntary sector youth work support, is available from:

Paul Glaze
Chief Executive
Council for Wales of Voluntary Youth Services (CWVYS)
Unit 29
Enterprise House, 127-129 Bute Street
Cardiff
CF10 5LE

Telephone: 029 2047 3498

Email: paul@cwvys.org.uk

Successful applicants may be asked to contribute in future publicity activities.

With regards to all grant application and the General Data Protection Regulations “GDPR”, we have published a Grants Privacy Notice. This is to make it easier for you to find out how we use and protect your information within the Welsh Government, when you enquire about or apply for funding. The notice will provide you with additional details such as:

• Your increased rights in relation to the information we hold about you
• The legal grounds for how we use your information

The Grants Privacy Notice will apply to any grants or funding we provide to you.

How to find out more

The Privacy Notice was effective from January 2023 and you’ll be able to view it at Privacy notice: Welsh Government grants.

The Grants Privacy Notice makes sure we continue to comply with privacy law and regulation.

Eligibility of expenditure

Evidence that the costs have been incurred and paid will be required by the Welsh Government to support any claims under the grant.

Eligible period

Expenditure is eligible under SVYWO if it has been actually incurred and paid out between the 1 April 2023 to the 31 March 2024 and between the 1 April 2024 and 31 March 2025, on activities described in the application, and subsequently approved by the Welsh Government.

All expenditure incurred prior to the 1 April 2023 will be considered ineligible.

Value added tax

Value added tax (VAT) which is recoverable, by whatever means, is ineligible, even if it is not actually recovered by the applicant. 

Non-recoverable VAT can be included in the project application as an eligible cost.

At payment stages applicants will be required to supply confirmation that only non-recoverable VAT costs have been included in the SVYWO application and then claimed during implementation.

Ineligible expenditure

The following costs are ineligible for support under SVYWO: (This list is not exhaustive)

• costs incurred prior to the 1st April 2023
• bank charges on accounts
• charges for financial transactions, foreign exchange commissions and losses, and other purely financial expenses
• loan charges
• interest or service charges, arising on leases and hire purchase arrangements
• costs resulting from the deferral of payments to creditors
• bad debts arising from loans to employees, proprietors, partners, directors, guarantors or shareholders
• fines, financial penalties and expenses of litigation
• payment for gifts and donations
• entertainment costs
• repairs and maintenance unless directly related to project delivery
• costs incurred by individuals in setting up and contributing towards private pension schemes, or the setting up of such schemes by organisations in receipt of structural funds
• redundancy costs
• payments for unfunded pensions

Salary costs

Staffing costs are eligible for personnel directly engaged in project delivery, whether full or part time. Applicants must provide a rationale for the basis of costs in the application form. Staff costs include gross salary, employers’ national insurance contributions and may include employers’ pension costs where there is an established pension scheme which applies to all staff.

Reasonable costs arising from the contract of employment including expected increases in grade or pay scales can be included as eligible costs in the application.

Applicants should identify the most appropriate method of apportioning the staff costs and provide a rationale for the basis of the costs in the application form.

Staff recruitment costs may be eligible. 

Sick, maternity, paternity or adoption pay

Sick, maternity, paternity or adoption pay may be eligible if it is in line with the organisation’s staff policy or contained within the individual’s contract of employment. Statutory sick pay or statutory maternity pay recovered from HMRC, even if it is not actually recovered by the applicant, is ineligible. The value should be off set against the value of staff costs applied for. Applicants must provide a rationale for the basis of costs in the application form.

Costs relating to the provision of temporary staff to cover for staff on long-term sick leave or maternity leave during implementation may be considered eligible project costs, however, no additional SVYWO funding will be provided by the Welsh Government. These costs will be considered on a case by case basis by the Welsh Government.

Travel and subsistence costs

Travel and Subsistence costs can be considered eligible where they relate only to the SVYWO proposal and are considered reasonable by the Welsh Government. Applicants must provide a rationale for the basis of costs in the application form.

Daily allowances and accommodation costs will need to be in line with the employing organisation’s standard policy in respect of subsistence. The Welsh Government will consider these costs during the project assessment to ensure reasonableness.

Mileage rates should be in line with the statutory rates set by the Approved Mileage Allowance Payments Scheme, these rates can be accessed via the following Use of vehicle: mileage rates from 4 July 2019 on gov.uk.

Staff training costs

The cost of staff training in connection with project activity can be included in the application, although it is expected that all organisations who submit an application have appropriately qualified staff to deliver the project. Only staff training costs for training that relates to the acquisition of specialist knowledge to enable them to effectively deliver the SVYWO project should only be applied for. The cost of providing a training provision for staff personal development is ineligible. Applicants must provide a rationale for the basis of costs in the application form.

Training costs for the Level 2 or 3 youth work qualification will not be considered as these courses can be accessed through Adult Learning Wales and Local Authorities.

Staff bonuses and incentives

The following are ineligible:

• tax-free bonus payments or other allowances
• golden handshakes
• exceptional or extraordinary provision of pension rights
• bonus payments
• loans
• company cars

The following are eligible where they are taxable:

• childcare or crèche payments

Professional or consultancy fees and sub-contractors charges

Expenditure for work carried out by a consultant or sub-contractor is eligible if the work is essential to the delivery of the project and the costs are, in the Welsh Government’s opinion, reasonable. Applicants must provide a rationale for the basis of costs in the application form. 

Where consultancy fees and contractors charges have been subject to an approved tender process, the market rate resulting from that exercise may be included in the application provided the original tender is no more than 3 years old.

Consultancy fees could include legal, accountancy and audit services which are required for the delivery of the project.