Application Guidelines

STEP 1

Check that your organisation’s structure qualifies for SCF funding

We provide grants to a variety of constituted voluntary and community organisations based in or actively operating in Suffolk.

Eligible groups include registered charities, charitable incorporated organisations, community interest companies, social enterprises, unincorporated associations, and community benefit societies. Funding is also available for community amateur sports clubs, churches, and faith organisations running inclusive activities that do not promote religious beliefs.

If you are a CIC or social enterprise please check that you meet our criteria before applying – click here to read

If unsure about your eligibility, take our eligibility quiz, book a meeting with one of our grants officers, email us at [email protected] or call us on 01473 602602 and ask to speak with a grants officer.

STEP 2

Check that you meet SCF’s good governance requirements

To be eligible for funding, your group must meet the following requirements:

• Governing Document: A constitution or similar document outlining how your group is managed, states your charitable aims or community benefit, and includes a dissolution clause or in the case of a CIC, an Asset Lock. This does not apply to faith groups or parish/town councils.
• Governing Body: At least three unconnected individuals (not related by blood, marriage, long-term relationship, or shared address).
• Bank Account: An organisational bank account with at least two independent signatories. If you use electronic banking and your bank does not support online dual authority, we will need a copy of your Financial Controls Policy, confirming that you have additional internal financial controls in place to protect your organisation’s assets and meet your legal duties.
• Annual Accounts: You must provide end-of-year accounts. If these are over six month’s old, you must also submit current management accounts. These are regular financial reports, usually monthly or quarterly, showing your organisation’s financial position. They include Profit & Loss and Balance Sheet statements, helping management ensure that funds are properly managed and accounted for. We require evidence of your group’s income, expenditure, and unrestricted reserves. Generally, we do not fund organisations with reserves below 3-6 months or above 12 months of expenditure, depending on size.
• Bank Statement: A bank statement dated within the last three months, clearly displaying the group’s name, sort code, and account number. Personal information, such as names, should be redacted.
• Equality, Diversity and Inclusion: Your organisation must have an equality policy or statement that outlines its commitment to inclusivity and diversity for staff, volunteers, and service users. The policy should include a clear anti-discrimination statement and reference the protected groups defined in the Equality Act 2010.
• Safeguarding Policy and Procedure: The Foundation prioritises safeguarding and will not assess applications without a compliant safeguarding policy and procedures document. This must align with the latest legislation and reporting requirements in Suffolk. Your safeguarding policy should be clear and easily understood by anyone inside or outside your organisation. It must outline the necessary actions to take in case of a safeguarding concern. All organisations, regardless of whether they work directly with children or adults at risk, must have safeguarding policies covering staff, volunteers, and beneficiaries.

Required safeguarding policy contents:

• • Policy statement
  • Purpose
  • Context
  • Issue and review dates
  • Details of the Designated Safeguarding Officer

Required safeguarding procedures contents:

• • Recognising abuse and neglect
  • Roles and responsibilities
  • Responding to concerns
  • Multi-agency sharing process
  • Recording and safe storage procedures
  • Allegations against staff, volunteers, or those in positions of trust
  • Useful contacts

The policy and procedures should be reviewed annually, with the review date, next review date, and management committee approval recorded.

A safeguarding checklist is available here.

For support, Suffolk Community Foundation works with Community Action Suffolk, which provides resources and guidance. Contact Jacqui Wilkinson ([email protected]) for assistance.

Applications without a compliant safeguarding policy will not be assessed.

STEP 3

Check that your project is fundable

Our funds typically support activities that address a recognised need or disadvantage within a community. Funding is usually available for running/revenue costs, equipment, or modest capital expenses. Key examples of areas that we cannot fund (the list is not exhaustive):

• large capital projects where less than 70% of the total cost has already been raised
• equipment costing more than £5,000 unless part-funding can be evidenced
• personal/individual needs (with the exception of the Martineau Care Fund)
• direct replacement of statutory obligations e.g in education or the NHS
• sole traders or commercial ventures
• promotion of political or religious causes
• groups with significant unrestricted reserves
• national charities without local benefits
• retrospective grants
• fees for fundraisers or fundraising events
• start-up or legal costs, research, consultation or feasibility studies
• animal welfare unless it also benefits people (e.g disabled riding schemes)
• one-off cultural or celebratory events such as music, literary or arts festivals
• refreshment costs
• minibuses/other vehicles

STEP 5

Assessment of Applications

We regularly review applications and will only proceed with those that meet the Foundation’s funding criteria, the specific fund criteria (where relevant) and include all the required documents. If your application is withdrawn at this stage, you will be notified by email with an explanation.

You may be able to reapply at a later stage if you can provide all the necessary documents or refine your application to better align with a fund’s criteria and outcomes.

The grants team will conduct a full assessment of your application and complete due diligence checks, during which time you may be contacted or a meeting requested for further information.

You will usually receive a decision about your application within 12 weeks, though this may vary. To maximise funding, we may submit your application to multiple funds. Please contact the grants team if you need specific details about your application.

STEP 6

Decision-making process

Our donors play an active role in the decision making process, whether through a grants panel meeting or with family members. Final decisions are taken by them. Applications that closely align with a fund’s criteria and expected outcomes are usually prioritised, although with many funds oversubscribed, some qualifying applications may still be unsuccessful.

Once a decision has been made, an offer email will be sent to successful applicants. All unsuccessful applicants will also be informed by email.

The grants team may submit your application to multiple funds, which means you could receive several grants small from your initial application.

STEP 7

Release of the grant

Providing there are no outstanding conditions, payment of the grant will be made via BACS as soon as possible after the grants panel. The panel may in some circumstances make payment subject to certain conditions (e.g. project visit) or require that the grant be paid in stages, with payments being made on receipt of a satisfactory interim monitoring report.

Links to the End of Grant Monitoring forms are provided at the time of the award, so applicants should familiarise themselves with the requirements before starting project delivery.