support

Terms & Conditions

Entry and Eligibility Criteria

Applications are restricted to organisations residing in Cumbria, with preferential treatment to those projects that benefit communities close to Sellafield Ltd sites.

If you are under the age of 18 and wish to submit an application, you must provide the consent of an appropriate adult associated with the project you are entering.

In order to submit an application you should complete an application form, including the mandatory details requested, for the project you are applying for funding.  By entering your application you grant Sellafield Ltd and its partners (CFM, CN Group and Cumbria Community Foundation) permission to publicise your project including publishing your entry on the Community Choices website and other media including, but not limited to electronic and printed communications.  By completing the application you confirm that you have obtained the consent of your organisation for its images and details to be published and used in such publicity and media coverage.

We are interested in projects that support sustainable activities that create self-reliance and independence.  This can include new approaches and innovative ideas as well as sustainable approaches to existing support for the local community.

The project submitted must relate to an organisation which:

  • is a not for profit organisation;
  • meets the due diligence requirements; and
  • has an average annual income of less than £300,000 (if entered into the £10,000, £20,000) or has an average annual income of less than £2,000,000 over the last three years.

The project must:

  • create a change that positively impacts the local community;
  • take place within Cumbria;
  • be in a position to have used the grant for the proposed purpose by March 2018 and the organisation behind the project must have a plan which sets out how this will be achieved;
  • be submitted in English;
  • If submitted on behalf of, or in association with a religious organisation, have an outcome that must be accessible to anyone of any faith (or none); and
  • comply with all relevant legislation and adopt good practice in ensuring that child protection and safety measures and insurance suitable for the project are in place and that the organisation running the project has appropriate governance to ensure that the project and its finances are managed efficiently and effectively.

The entry and project must not:

  • be for the benefit of an individual or a very small number of people;
  • include any mention of specific individuals, companies, brands or products for promotion purposes;
  • contain any third party trademarks or materials including, but not limited to, photographs/images unless you have the express written permission of said third party;
  • contain offensive, obscene or sexually suggestive material, propaganda, potentially misleading information, or defamatory or disparaging material about other people or companies or endorse any form of hate, hate group or terrorist activity;
  • discriminate on the grounds of race, sex, religion and, as far as is practicable, disability or any other basis prohibited by law, as determined by the sole discretion of Sellafield Ltd and Cumbria Community Foundation, involve any form of mandatory religious study or discriminate against any faith or group. Projects that promote religious advocacy, attempt to convert people to another religion, or attempt to expand membership are not eligible to win and may be removed at any point through the competition;
  • support any particular political party or affiliated group;
  • directly promote or speak negatively about any particular faith, political action, legislation or party, or promote or encourage the violation of any law, as determined by the sole discretion of Sellafield Ltd and Cumbria Community Foundation;
  • promote any activities that appear unsafe or dangerous, as determined by the sole discretion of Sellafield Ltd and Cumbria Community Foundation;
  • relate to controversial subject matter or any subject that is contrary to the interests of Sellafield Ltd or which is likely to damage the reputation of Sellafield Limited or make it the subject of mockery;
  • be used towards a raffle or prize;
  • be used for commercial use or promotion.

Each entry will be moderated at submission by Cumbria Community Foundation.  Each applicant will receive an automated notification when their entry has been accepted.  If you haven’t received such confirmation it is likely that something has gone wrong.  Please contact Cumbria Community Foundation on enquiries@cumbriafoundation.org or call 01900 825760 for further help.  Applicants may be contacted by Cumbria Community Foundation and asked to provide additional information to assess the project.

Your entry cannot be changed once submitted so you need to check your entry carefully before submitting.

Acceptance of application at moderation stage is not full due diligence.  Full due diligence will be completed on only those applicants that go through to the voting stage.

Entries that don’t meet the eligibility criteria above will not qualify for any grant and will not be posted on the Community Choices website.  If Cumbria Community Foundation determines that an entry does not meet the eligibility criteria at any time it will be removed from the process.  In these cases, Cumbria Community Foundation will contact the individual who submitted the application to advise them of the decision.

Sellafield Ltd and Cumbria Community Foundation reserve the right to reject entries that are incomplete, illegible, false, fraudulent or which do not meet the eligibility criteria, or remove them from the process at any point.

A project can only be entered once and each organisation can enter only one project.

Applications will be accepted between 8am on 16th January 2017 until midnight on the 12th February 2017 (the closing date).  Entries received after the closing date will not be processed.  You cannot alter your application after the closing date.

Applicants agree that the information provided is true and accurate and agree to these terms and conditions and those set out in the application form.

Approved applicants agree to have the name of their organisation and also the names of individual applicants disclosed for the purpose of assessing applications and putting forward for voting.

We do not accept responsibility for entries that are lost, delayed, misdirected or incomplete or cannot be delivered or entered for any technical or other reason.

Sellafield Ltd will not be liable for any expenditure incurred by an organisation or individual whilst making an application to Community Choices and promoting their project for votes.

By submitting your application, you agree to allow Cumbria Community Foundation and Bauer Group, the website hosts, to retain your personal data on their databases. We will use this information to help us assess your application and administer any award made.

Project categories and awards

The project categories are (see website for further details of each category):

  • Supporting the younger generation
  • Improving health and wellbeing
  • Improving social inclusion
  • Improving Cumbria
  • Supporting stronger communities

 

The project categories set out above are for guidance purposes only; the choice of project category entry is the responsibility of the person submitting the application and Sellafield Ltd and Cumbria Community Foundation takes no responsibility for the impact that project category choice has on the entry.

Cumbria Community Foundation may enter a project into a different category to the one originally selected if they deem it appropriate, however applicants will be notified beforehand.

Entries in each category will be divided into bands based on the average annual income over the last three years of the organisation that will receive the grant as follows:

Average Annual income Project Category >£1,000

<£10,000

>£10,000

<£20,000

>£20,000 <£50,000
<£300,000 Supporting the younger generation x x x
Improving health and well being x x x
Improving social inclusion x x x
Improving Cumbria x x x
Supporting stronger communities x x x
>£300,000 and <=£2,000,000 Supporting the younger generation x
Improving health and well being x
Improving social inclusion x
Improving Cumbria x
Supporting stronger communities x

Judging

The Cumbria Community Foundation West Cumbria grants panel will select the applicants that will go through to community voting.  They will judge the entries on the following criteria:

 

Evidence of need

  • how urgent is the need in the community?
  • how long will the project’s impact last in the community?

Evidence of community use

  • how many people will be impacted by this project?
  • what level of activity will be delivered?

Evidence of community involvement

  • does it have volunteer support?

Organisations ability to manage the project

  • is it a new project or continuing existing work
  • does the project link in with other organisations
  • does the organisation have a convincing plan for delivering the project?

Sustainability

  • is the entry a stand-alone project, or does it require funding from alternative sources?
  • what happens when the money is spent?

Value for money

  • what are the outcomes against the investment

 

 

Voting

All approved entries will be published on the Community Choices website on 27th February 2017, which will be open to voting by registered users of the site.

 

There will be a launch event for all projects that are successful in getting through to the voting stage.  The event will take place at 14:00hrs on 26th February 2017 at Lakes College.  Each organisation is expected to provide an appropriate individual to attend this event.

 

The voting period will be open from 8:00am 27th February 2017 until midnight on 26th March 2017.

 

Registered users will have 10 votes to use during the voting period and can vote for the same entry more than once and/or for multiple projects.  Registered users who have submitted an application are allowed to vote for their own entry.  Once a vote has been cast it cannot be taken back.

 

If Sellafield Ltd or its partners discovers fraudulent or ineligible votes these will be removed from the process. Whilst we encourage organisations to promote their project to potential voters, this must not extend to any attempt to pressurise voters, use undue influence or seek to distort the voting process (for example by recruiting registered voters who are not actually eligible to vote).

 

Notifying the finalists

All finalists will be contacted by email by Cumbria Community Foundation by 21st March 2017 and asked to provide additional information as set out below in order that appropriate due diligence checks can be carried out.  It is the responsibility of the individual who submitted the entry to get the required information from the organisation applying for grant.

 

If any finalist does not respond to the email from Cumbria Community Foundation by the deadlines provided below, with the requested information, their place as a finalist will be withdrawn.

 

For finalist in the £10,000 level

The email from Cumbria Community Foundation will ask for.

  • Contact name and phone number, payee and associated bank account details
  • The constitution or rules of your organisation/group (these are not required for registered charities) if you have them

 

For finalist in the £20,000 level

The following additional information about the project will need to be submitted:

 

  • Contact name and phone number, payee and associated bank account details
  • The constitution or rules of your organisation/group (these are not required for registered charities)
  • The most recent annual accounts of your organisation/group (and annual report if you have one) unless you have been running for less than a year
  • The last three months’ bank statements from all accounts in the organisation’s name
  • Child protection policy (if you work with under 18s)
  • Safeguarding policy (if you work with vulnerable adults)
  • Quotes or estimates (if purchasing items you must provide quotes from at least two different sources) (if relevant)
  • Job description or contract (if relevant)
  • Digital photos of your project/activity/work to be completed (if relevant)

 

This information will need to be returned to enquiries@cumbriafoundation.org no later than 5pm on 24th March 2017.

 

For finalist in the £50,000 level

The following additional information about the project will need to be submitted:

 

  • Contact name and phone number, payee and associated bank account details
  • The constitution or rules of your organisation/group (these are not required for registered charities)
  • The most recent annual accounts of your organisation/group (and annual report if you have one) unless you have been running for less than a year
  • The last three months’ bank statements from all accounts in the organisation’s name
  • Child protection policy (if you work with under 18s)
  • Safeguarding policy (if you work with vulnerable adults)
  • Quotes or estimates (if purchasing items you must provide quotes from at least two different sources) (if relevant)
  • Job description or contract (if relevant)
  • Digital photos of your project/activity/work to be completed (if relevant)
  • Sustainability plan which evidences how the project will continue after the funding is spent

 

This information will need to be returned to enquiries@cumbriafoundation.org no later than 5pm on 24th March 2017.

 

Winners

The minimum number of winners will be one per project category, the winners are those with the highest amounts of votes subject to due diligence by Cumbria Community Foundation.

 

Notifying the winners

All finalists will be notified on 27 March 2017 as to whether or not they have become winners.  The winners details will then be published on the Community Choices website by 31st March 2017.

Winning applicants agree to be contacted and take part in pre-and post-award activity including, but not limited to, regular communications about the project which the award has been used towards and a final report at the project close. This could include, but is not limited to, media activity, social media or information on the website.  Any successful organisation receiving support must acknowledge the award on their website, in promotional literature, in press articles or at their premises.

All winners agree to send representatives to attend the Community Choices Awards ceremony which will take place in April/May 2017.  The exact date and venue will be provided at finalist stage.  The ceremony will provide a reminder on the impact assessment requirements.

 

The award and impact assessment

The organisations relating to the grant winners will each receive the grant by way of BACS payment from Sellafield Ltd within 6 weeks of notification, provided that they have complied with these terms and conditions and satisfied due diligence requirements.  Grants are non changeable and non-transferrable.  Any award will be regarded as a ‘one off’ grant and no commitment is given to any ongoing funding.  Some large grants may be paid in stages where applicable.

 

If any finalist or winner does not meet the terms and conditions, the organisation relating to the relevant project will not be eligible to receive a grant and the applicant who received the next highest number of votes in the relevant category and satisfies the due diligence checks will receive the grant instead.

 

Grants can only be used for the purpose stated in the application.  If for any reason a grant cannot be used for such purpose the individual entrant can approach Cumbria Community Foundation and Sellafield Ltd to approve redirection of the grant to another project led by the same organisation.  If the revised entry does not meet these terms and conditions Cumbria Community Foundation and Sellafield Ltd reserves the right to reclaim the grant.

 

If grant winners spend less than the whole grant awarded for the project, the winner will notify Cumbria Community Foundation and may have to return the unspent amount.

Where grant monies have been spent on the purchase of any equipment then the consent of Cumbria Community Foundation must be obtained before any such equipment is sold, relocated, disposed of or used for another purpose.  Failure to advise Cumbria Community Foundation of disposal of such items may result in grant money being reclaimed.

Grant winners will notify Cumbria Community Foundation if an allegation relating to child protection, financial misconduct or health and safety or any other incident or circumstance likely to bring the organisation, project or the grant scheme into disrepute or damage the reputation thereof occurs or is to be investigated.

Accurate records of expenditure relating to the grant must be kept by the organisation and retained for at least seven years and be made available to Cumbria Community Foundation or its representatives if requested.

The award is a donation and Cumbria Community Foundation and Sellafield Limited are not liable for the consequences of its use.

All winners will be asked to complete a monitoring form, usually within six or twelve months after the award has been given. You will be asked to summarises the outcomes of your project and the difference it made to the beneficiaries. Failure to complete this form may result in the award being returned.

 

You will monitor the progress of the project and complete any reports using the required forms. A final project report should be completed and submitted on the project completion date or 31st March 2018, whichever is sooner.

 

Voting is now closed!