Grants Frequently Asked Questions

We are a new group, can we apply?

Yes, new groups can apply to Oxford City Council for grant funding as long as the group has a legal structure that is appropriate to the size and nature of the organisation, set out in a constitution or memorandum and articles of association that clearly outlines the aims and rules governing the organisation. 

For more information you can contact Oxfordshire Community & Voluntary Action (OCVA) on 01865 251946 or email funding@ocva.org.uk.

Where can I get a form?

Application forms can be downloaded from our Grants page or by contacting the Grants officer on 01865 252685 or emailing to grants@oxford.gov.uk.

Will someone help me fill it in?

Oxfordshire Community & Voluntary Action (OCVA) can provide help, support and advice to complete application forms for funding. Their contact number is 01865 251946. Alternatively email the Development Team at funding@ocva.org.uk.

What sort of activities won't the City Council fund?

Oxford City Council will not fund:

• Party political promotion or activities
• Activities which promote a religious viewpoint
• Retrospective funding for project costs that have already occurred or commenced.
• Individuals
• Park hire charges for events
• Projects where there is a commercial gain
• Capital items or tangible 'things', such as goods or equipment
• Projects that do not primarily benefit Oxford City residents (e.g. projects that are Oxfordshire county-wide and do not show specifically how they benefit residents of the city)
• Activities where a more appropriate funding source exists or which are functions that are the responsibility of other public agencies, for example:

   - After school clubs and extended school activities (unless it's through the commissioning process)
   - Projects and activities taking place in schools that target children & young people attending the school where the project is to take place
   - Childcare, unless it is part of a larger project
   - Play and activities targeting over 13s, unless they contribute to reducing antisocial behaviour and crime (or through the commissioning process)
   - Social care

What activities will the Council fund?

Grant funding from Oxford City Council covers items of expenditure classed as revenue expenditure eg things like general running costs, training, volunteer expenses, room hire, publicity etc.

What paperwork or policies do we have to have in place before we can apply for a grant?

Community and voluntary organisations / groups applying for grant funding from Oxford City Council must have a constitution, or memorandum and articles of association that clearly outlines the aims and rules governing the organisation.  The organisation must also have a bank account.

If you need any advice or support to get these documents in place you can contact Oxfordshire Community & Voluntary Action (OCVA) on 01865 251946 or by emailing the Development Team on funding@ocva.org.uk.

What are the deadlines?

Deadlines vary each year but generally for:

• Small grant requests of up to £500 have monthly deadlines, and;
• Annual open bidding programme for requests of up to £10,000 opens towards the end of September with a closing date in November.

Closing dates for grant rounds can be found on our Grants page.

When will I hear about the outcome of my application?

Applications for a small grant will generally be informed of a decision within 3 weeks of the closing date.

For groups applying for funding through the annual open bidding programme, notification will be as soon as is reasonably possible after the City Executive Board meet, which is generally in February or March of the following year, e.g. if the closing date for applications is November 2011 then applicants will be informed of a decision in February or March 2012.

If an application is refused one year, can we reapply the next?

Yes.

Can we apply for more than one grant?

Community and voluntary organisations or groups cannot apply for more than one grant for the same project or activity. However the same organisation could apply for more than one grant as long as it is for a different project or activity.

For example Anytown Community Association submitted two applications this year, one application requested funding for a community newsletter and another requested funding for a community event.

What is the maximum grant?

The maximum amount a community or voluntary group can apply for through the small grant programme is £500. 

The maximum amount any group can apply for through the annual open bidding grants programme is £10,000.

Please note that applicants might be successful but be awarded a smaller proportion than the original sum applied for.

Is it likely we will be awarded a smaller amount than we have asked for?

Yes. The grants procedure is a competitive process and every year the Council receives many more requests than it can fund. Grant applications are assessed by a panel and evaluated on the information that is provided to us in your grant application form.

Dependent upon what budget is available and what information you have provided it is possible that a request could be funded with a percentage of what has been requested.  Please note that as the process is a competitive one, some applications will be declined.

Why didn't we get a grant?

Every situation is different and feedback can be given on a individual basis. However the grants procedure is a competitive process and every year the Council receives many more requests than it can fund. Grant applications are assessed by a panel and evaluated on the information that is provided to us in your grant application form.

Your application may have been declined because it failed to provide enough evidence to show why it should have been funded above any other applications or we may have considered the activity or project to be something the Council will not fund (see What sort of activities won't the City Council fund? above).

Is there any right of appeal?

No, all agreed decisions are final.

How do you arrive at a decision?

The Officer Grants Panel appraise all grant applications applying for funding from Oxford City Council.  Each application is firstly screened for eligibility (applicants must be able to show that they are a constituted community organisation run by a committee, that they have provided annual accounts and a bank statement and have an up to date equal opportunities statement that embraces the Equality Act 2010). 

All applications are read and then evaluated against criteria relating to:

• Evidence of need,
• Who the project is targeting,
• What risks are associated with the project,
• How the application meets the Council's priorities,
• How the group will monitor and evaluate the impact of the grant,
• Whether the group received any other subsidy from the City Council,
• If the group is financially competent,
• If the application demonstrates a financial need and
• If the grant would represent value for money. 

A recommendation is arrived at after considering these factors for each application. Recommendations from the officer grants panel then go for approval.

Approval of recommendations from the Officer Grants Panel for requests through the small grants programme can be approved by our Head of Service while recommendations for funding through the annual grants open bidding programme goes to the City Executive Board.  A decision through either route is final.

Will there be terms and conditions attached to a grant award?

Yes. Each community and voluntary organisation / group awarded a grant from Oxford City Council will be expected to sign terms and conditions for the grant before any funding is released. An example of a potential condition might be to share skills or work with another community group.