T:BUC Camps Programme

Your Information

This section will be pre-populated for you based on your registration on our funding portal.

Project Title

Enter in this section a project title for your T:BUC Camps Programme.

Camp Band

Select from the available list of options (as noted in section 4 on page 2) the camp band you are applying for. It is important to note that, depending on the camp band selected you will be required to meet the minimum numbers and hours of delivery as outlined within your application.

Council Delivery Area

Select the primary Council Area your camp will be delivered in, i.e. the area the majority of the young people will be recruited from

Assembly Constituency Delivery Area

Select the primary Assembly Constituency Area your camp will be delivered in, i.e. the area the majority of the young people will be recruited from

Partnership Applications

T:BUC Camps programme where possible should be delivered in partnership, but this is not an essential requirement provided the participants targeted meet the required community background ratios. In this section you can select if this is a partnership application by choosing yes or no. You will be able to provide up to 10 partners. If you select yes you will be required to provide the details outlined in g) below.

Multiple Partners

Depending on the number of partners selected in the previous questions, the form will provide you with a row per partner to complete. You will be required to provide the following information for each partner

• Organisation Name
• Main Contact Name
• Main Contact Email
• Confirm their Registration Status with EA

Please note partner applications will require letters of support from each partner, signed and dated to be provided as part of your application.

The following section is only applicable to voluntary and community organisations. Please note our funding portal already contains a record of verified and unverified organisations registered with the Education Authority. If you are an unverified organisation on our system, you will be required to provide documentary evidence in support of the areas below. Statutory applications will not be required to complete this section as all areas a centrally governed on their behalf by the Education Authority.

Banking Status

You will be provided with three options to this question to select from. Outlined below is guidance on which one to select:

• Bank Account remains the same since we last received funding from EA: Select this option if you have previously been in receipt of funding from the Education Authority Youth Service and the bank account details remain the same. No further action will be required on your application form.

• Our Bank Account has changed since we last received funding from EA: Select this option if you have previously been in receipt of funding from the Education Authority, including if any of the account details (account name, sort code or bank name) have changed. When you mark this section of the application form complete, you will be provided with the option to update the bank details we currently hold on file for you.

• This is the first time we have applied for EA Funding: Select this option if you have never been in receipt of funding from the Education Authority Youth Service. When you mark this section of the application form complete, you will be provided with the option to enter your bank details for the first time.

Please note, the name of the bank account must be the same as the name of the organisation making this application. Unverified organisations will be required to submit a copy of a recent bank statement clearly showing the name of the account, bank and its address, account number and sort code.

Child Protection & Safeguarding

It will be mandatory for all unverified organisations to provide a copy of their child protection and safeguarding policy as part of the application. For registered verified voluntary youth organisations, you will be required to select the status of your policy since your last application for EA funding. If this has changed you will also be required to provide the updated copy.

Adult at Risk of Harm

This is only applicable of your planned camp will have participants (not staff) who are aged between 18-25 years. It will be mandatory for all unverified organisations to provide a copy of their Adults at Risk of Harm policy as part of the application. For registered verified voluntary youth organisations, you will be required to select the status of your policy since your last application for EA funding. If this has changed you will also be required to provide the updated copy.

Governance

It will be mandatory for all unverified organisations to provide a copy of their governance document as part of the application. For registered verified voluntary youth organisations, you will be required to select the status of your governance document since your last application for EA funding. If this has changed you will also be required to provide the updated copy.

Participants & Community Background

Provide in this section the number of young people from each designated community background area noted by each band who will be recruited for this programme. It is important to note as far as possible, the number of participants should be relatively equally split between Catholic and Protestant young people. It can be difficult to achieve an equal split (i.e. 50% Catholic and 50% Protestant) and there is some flexibility. Groups may have a maximum variance not greater than 60% and 40% of young people who are Catholic and Protestant.

Applications who do not meet this criterion this will not be considered for assessment.

Communities of Interest

Of the total numbers of young people noted under participants and community background provide the estimated number of participants within the following designated categories of:

• Those with a Special Educational Need or Disability
• Those from an ethnic minority or different racial background (e.g. Black people; Chinese; Indian; Pakistani; people of mixed ethnic background; Polish; Roma; Travellers; white people)
• Not attached to any Youth Organisation, Centre or Project
• Excluded from School

Leaders and Assistants

You will be asked to provide the following information related to leaders and assistants who will be supporting the programme, please note this should not include participant numbers as note above:

• Numbers of Paid Staff 18-25 years Funded from the T:BUC Camp Budget
• Numbers of Paid Staff 18-25 years Funded in kind by the organisation
• Number of Paid Staff 26+ years Funded from the T:BUC Camp Budget
• Number of Paid Staff 26+ years Funded in kind by the organisation
• Number of Volunteer Staff 18-25 Years
• Number of Volunteer Staff 26+ Years

Programme Delivery Dates & Hours of Delivery

As part of the essential criteria and based on the camp band selection you are required to deliver the outlined number of hours over a minimum period of 6 weeks consecutively, a camp operating a minimum of two consecutive days to be eligible for application assessment. You will be asked in this section to provide the start date and end date of your programme (minimum of 6 weeks between the dates). the total number of face-to-face hours of programme that young people will participate in and the minimum two consecutive days for the camp. Please note this will be cross checked against your uploaded draft programme. Applications who do not meet this criterion will not progress to application assessment.

If you are successful, you will be required to confirm the dates of delivery as part of the acceptance stage to facilitate any required monitoring visits as outlined in section 16.

All applications are required to upload an outline of their draft programme. You can download a copy here below. We also provide a link to this template on the funding portal within this stage of the application. 

The programme outline will require you to provide an outline of:

• Proposed Start and End of your entire programme (minimum of 6 weeks)
• Proposed Start and End date of your camp (minimum of 2 consecutive days)
• Each programme session in order (noting good relations activities)
• Confirm if the session includes good relations (with a yes or no response)
• Proposed Date of session
• Proposed Venue of session
• Total Face to face hours for that specific session

The template will automatically provide you with a summary through completion of the total weeks, total camp days, total face to face hours and total good relations sessions as a guide. Applicants should ensure these totals and dates match what you put on your application form. 

To aid completion, the form highlights in yellow required fields based on your entries and will auto-size rows based on the amount of content you provide. Applicants should ensure there is no fields highlighted in yellow before saving and uploading to the funding portal.

The following section will be the only section provided to the panel members for assessment, and they will not be able to see or access any other section of your application form. Therefore, applicants should read the assessment criteria in full before responding to each question. Assessment will only be completed at this stage if your application has met the Essential Criteria and will be based only on the responses in this section.

Assessment Criteria Weighting

Detail of the assessment criteria and marks are available in Appendix I of the Guidance Document by Click here, or viewing below.

The following questions will be asked in relation to the assessment criteria noted above for all applicants to respond to:

• Question 1: Recruitment: How will you ensure your recruitment is balanced, inclusive and based on identified need within your community? (Maximum 500 Words)

• Question 2: Sustained Contact & Friendships: How will your programme create opportunities for young people to form and sustain meaningful cross-community friendships during and after camp? (Maximum 500 Words)

• Question 3: Better Understanding and Respect for Cultural Differences: How will your programme actively address good relations, challenge stereotypes, encourage empathy and support attitudinal change? (Maximum 500 words)

• Question 4: Positive Attitudinal Change to those of Different Backgrounds: How will your programme enable young people to learn about and celebrate different cultures, traditions and identities? (Maximum 500 words)

Funding Headings Explained

Based on the total available budget, applicants are required to provide a breakdown over the following headings on how they will spend the grant, if successful. This cannot be more than the total award band you have applied for. For further details on eligible and ineligible costs please see the terms and conditions for this funding on the EA Funding website.

Programme budget can only be used to deliver the agreed programme plan. This is to cover costs such as:

• Transport Costs
• Accreditation Costs
• Food and Refreshments for the programme or event (not at a profit to children and young people and underpinned by healthy eating)
• Programme materials linked to the activity
• Entrance Fees/Activity Costs Associated with the programme
• Residential Costs
• Hire of Premises for events or programmes
• Printing Costs for Materials Associated with the programme

Programme costs cannot be used to: Fund tuck shops, payment of OR contribution to membership fees either internal or external to the organisation.

Staff/Salaries budget can be used to pay staff to deliver the agreed T:BUC Camps Programme, including full-time and part-time staff. The funding cannot be used to pay redundancy costs or legal fees associated with the employee. It is incumbent on the management committees/employing organisations to ensure they operate within current legislation in relation to employment law, including JNC/NJC pay scales and associated allowances.

The off payroll working rules that affect both the public and private sector will be effective from April 2021. The purpose of IR35 is to determine whether or not a contractor is defined as an employee for tax purposes and therefore ensure that contractors pay the correct amount of tax. The client is the organisation who is or will be receiving the services of a contractor. They may also be known as the engager, hirer or end client. The client will be responsible for determining if the off payroll working rules apply. Youth organisations in receipt of EA funding (public monies) must strictly adhere to these guidelines, failure to do so may result at verification in expenditure being disallowed.

Match Funding

Camps are required to provide match funding to the equivalent of £10 per participant, which it is encouraged to be achieved by fundraising efforts. However, it may take the form of individual contributions, donations, or cash reserves. Camps should not request more than £10 per participant.

The match funding is to be used to supplement and add value to a camp and cannot be used for other organisational expense outside of the programme.

As part of your submission you will be required to declare that if your application is successful your organisation will comply with the following requirements

• Camp Monitoring Visits
• Programme Budget Monitoring Round
• Participant Baseline and Exit Evaluations
• Safeguarding & Child Protection
• Risk Assessment

You will also be required to declare that the information provided on the application form is true and accurate at the point of application.