This document provides guidelines for organizations receiving funding from a project to complete progress reports and a final report. It outlines the purpose and process for a final report, which is to support future funding applications. Progress reports are to be completed quarterly and include information on work plans, targets, outcomes, feedback, financial reporting, policies, and site visits. The final report involves comments from the funded organization and project reviewers to assess whether targets were met for funding beyond the current period. Disagreements would trigger a meeting to discuss grading. The reports aim to accurately reflect performance for funding consideration.
7. 3
Preparation
Linking • 2
Preparing
Gathering evidence
Grant-application
of need &
Proposal
the benefits to GO
Budget
those served
Projections
Learning
Group Funder
6
8. 4
Guidelines
The following sheet will be completed at your first Monitoring Meeting, when your Contract has been agreed and signed.
There is a column (comments from Service Provider) where your comments will be included on the form.
The sections are divided up into 5 catagories to cover all areas of your service delivery.
Your project will be monitored under these catagories.
Date:
Name of Organisation:
Those attending:
Activity/Task
1. Work Plan:
Draft Work Plan attached and agreed
INITIAL MONITORING MEETING:
Comments from Service Provider
Messrs G Owen & Co
Comments from [Insert Name of Project] Action
for Initial 2. Targets and outcomes:
Agreed and dates are clear
Monitoring • Methods for evidencing agreed
1 3. Agreed reporting and dates
Feedback sheets
Statistical data
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9. 5
Guidelines
INITIAL MONITORING MEETING: Date:
Organisation:
Activity/Task
3. Agreed reporting and dates
Quarterly Report
Processes/expectations clear
[Funder's] process if Projects are unable
to deliver
Comments from Service Provider Comments from [Insert Name of Project] Action
for Initial Forms and cut off dates
Monitoring • Finance expectations/cut off dates
2 Future Meetings & dates
Meeting 6 months prior to end
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10. 6
INITIAL MONITORING MEETING: Date:
Organisation:
Activity/Task Comments from Service Provider Comments from [Insert Name of Project] Action
Do you have an Information Pack
Are you clear on the contents
5. Plans and Policies
Is a Referral Process in Place
Is it clear how referrals are made
Guidelines Is there an Exit Strategy
for Initial Is there a Participation Strategy
Does it link to feedback expectations
Monitoring • Have all policies been submitted
3 Visit to Project
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11. 7
INITIAL MONITORING MEETING: Date:
Organisation:
Are there templates from [Funder's] which will assist
7. Are there any training requirements
ACTIONS AND DATES: Completion Dates Dates
1 Work Plan
Guidelines 2 Targets and outcomes
for Initial 3 Reporting and dates
Monitoring • 4
Info Pack
Processes and expectations
4 5 Plans and Policies
Taining needs
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12. 8
Part Year Progress Report - Guidelines
The following Progress Report will be sent out to you between month 3 and 9 of your contract and will need to be filled in and returned
to the [Insert Title of Lead Worker/Leader who monitors]. The Form allows you to make your comments to date, alongside comments from the [Insert Project].
Please fill in your comments and email them back to the [Insert Project].
Your feedback forms (from [Insert Project Title]) and statistical information will need to be handed in to the [Insert Title of Lead Worker/Leader who monitors]
Fund. Once all information is received it will be kept on file and used to measure how well your project is operating.
We will allow you the maximum time to complete information.
For Example:
Quarter 1 (April-June)
Cut Off Date 31st July
Guidelines Quarter 2 (July- September)
Quarter 3 (October-December)
Cut Off Date 30th October
Cut Off Date 31st January
for Progress Quarter 4 (January-March)
Cut Off Date 30th April
If there are concerns from either party, a follow-up meeting may be scheduled to discuss this further.
The shaded column on the Report (Comments from Service Provider) is for any comments you would like to make regarding your
Report • 1 progress over the last Quarter. The sections cover 4 categories: Workplan, Targets and Outcomes, Feedback Sheets and Reports
and your Quarterly returns for Finance and for the [Insert Title of Lead source who monitors].
To assist you with your comments, we have included the following guidelines:
1. Workplan - Please state 'on target'. If this is not the case, please include your comments and a date this will be completed by
Services Delivered-Please state 'on target'. If this is not the case, please include comments as to why services were not
delivered as anticipated-any problems you have encountered and how you intend to move forward in the next quarter
2. Targets and Outcomes Reached-The [Insert Project] will attach your targets and outcomes which were agreed with you
at your Initial Monitoring Meeting. The Targets were listed as Actions 1-4. If these have been reached and evidence is attached,
please state 'on target'. If this is not the case, please include your comments and any relevant dates for supplying this information.
It may be that we already have this information already on file. Please make a note of when the information was submitted.
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13. 9
Part Year Progress Report - Guidelines
3. Feedback sheets-Please make a note in your comments sections if you have attached feedback forms or it they have been
submitted previously. If sheets are still being developed, please include your comments and a date for completion.
Statistical Feedback-This is for any information you have received from other Organisations/Agencies e.g. Information from
[Insert Title of statutory or other agency(ies) sources, Data collected from the [Insert statutory or other agencies source from which data can be gathered] etc
Organisational Report-Please comment if you have included this in the last section of this Report
Guidelines 4. Returns from [Insert statutory or other agencies source from which data can be gathered] - Please make comment if you had any difficulties with submitting information
Financial Returns-Please make comment if you had any difficulties with submitting this information on time
for Progress 5. Policies-Have we received all copies of Policies requested when you first made application for funding
Have we received your Participation Strategy. Please indicate if Policies are attached
Report • 2 Referrals-We would like to know if referrals are coming through the avenues you had anticipated in your Application and also
if you are able to refer on to different Agencies and to other [Insert Project] Projects if necessary
6. Visit to Project-Will give details of the visit and some feedback from the [Insert Project]
Thank you and please do not hesitate to call us if you have any enquiries
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14. 10
Messrs G Owen & Co
PART YEAR PROGRESS REPORT: Quarter 1
Name of Organisation: Quarter 2 2
Quarter
Contact Person: Quarter 33
Quarter
Date: Quarter 4
Activity/Task Comments from Service Provider Comments from [Insert Project] Yes Actions
1. Work Plan updated for next Qrt
Services delivered as anticipated
Guidelines 2. Targets & outcomes reached
Any variations
Action 1
for Progress
Action 2
Action 3
Report • 3 Action 4
3. Feedback-Reports attached
Feedback from [Insert Service Users]
Feedback from parents/carers
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15. 11
Messrs G Owen & Co
PART YEAR PROGRESS REPORT: Quarter 1
Name of Organisation: Quarter 2 2
Quarter
Contact Person: Quarter 33
Quarter
Date: Quarter 4
Activity/Task Comments from Service Provider Comments from [Insert Project] Yes Actions
3. Feedback-Reports attached CF suggestions to improve systems?
Statistical data attached
Organisational Report included CF suggestions to improve systems?
Guidelines 4. [Insert Project] Returns
[Insert Leader Source who Monitor]
for Progress Were returns submitted on time
All information included
Report • 4 Returns submitted electronically
Information accurate
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16. 12
Messrs G Owen & Co
PART YEAR PROGRESS REPORT: Quarter 1
Name of Organisation: Quarter 2 2
Quarter
Contact Person: Quarter 33
Quarter
Date: Quarter 4
Activity/Task Comments from Service Provider Comments from [Insert Project] Yes Yes
Financial Returns
Were receipts on time
Was the information accurate
Guidelines Did costs remain 'in budget'
for Progress
5. Policies
All outstanding polices submitted
Has a Participation Strategy
been developed
Report • 5 Is Participation Strategy on target
Referral Process
Is referral process in operation
Is there an Exit Strategy
15
17. 13
Messrs G Owen & Co
PART YEAR PROGRESS REPORT: Quarter 1
Name of Organisation: Quarter 2 2
Quarter
Contact Person: Quarter 33
Quarter
Date: Quarter 4
Activity/Task Comments from Service Provider Comments from [Insert Project] Yes Yes
Were referrals from Agencies
suggested in your original
application
Guidelines Were anticipated no's reached
for Progress Is there a process in place for
referring young people on to
other Agencies
Report • 6
Are referrals being made on
to other Agencies
If so, how many this Quarter
6. Visit to Project
Have you been visited or date set
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18. 14
SERVICE PROVIDER ORGANISATIONAL REPORT:
Please give an overview of how your Project is going, the good and not so good - along with any changes you have made to service
delivery or staffing.
Please include any outings and any feedback or comments received regarding your Service.
Guidelines
for Progress
Report • 7
17
19. 15
Messrs G Owen & Co
PROGRESS REPORT SUMMARY: Quarter 1
Name of Organisation: Quarter 2 2
Quarter
Contact Person: Quarter 33
Quarter
Date: Quarter 4
[Insert Project] TO FILL IN -
PREVIOUS ACTIONS: CURRENT ACTIONS c/fwd
1 Completed 1 Work Plan:
2 Completed
3 Completed 2 Targets and outcomes
4 Completed
5 Completed 3 Reports
Guidelines 4
5
Returns
Policies
for Progress Incomplete Actions:
1
2
6 Visit to Project
Comments from [Insert Project]
Report • 8 3
4
5
Current Actions: from this Report
1
2
3
4
5
6
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20. 16
The Purpose of the Final Report : As a supportive document for alterna-
tive funding.
As a tool to assist with determining funding beyond 31 March, if further ap-
plication is made to the [Insert Name of Project]. The Process:-
Guidelines 1. You make comments against the given headings$
$
2. Return the form (with your comments) to the [Insert Name of Project]
for Final 3. We make our comments, based on what you have written and on our
Report • 1 experience of working with you
4. We return our comments to you$ $ $ $ $
5. You comment on what we have said$$ $ $
6a If you agree, we both sign it off$ $ $ $ $
6b If we don't agree, then a meeting will be arranged between us$ $
7. We both sign it off$ $ $ $ $ $ $ $
8. This form should be completed before application for funding takes
place.$ Each category listed is made up of several questions and will be
graded as 'target met', 'partially met' or 'not met'. The grading will take
into consideration that the first Quarter will be more of a learning time,
however it would be expected that the following Quarters should be pro-
ducing the expected outcomes. Where this is not the case, there may be
good reason for any variation and this will be noted in the comments and
reflected in the grading.$ $ $ $
If you have any concerns with the grading, you can book a meeting to dis-
cuss the paper and any necessary changes will be made accordingly. This
sheet should however, accurately reflect the overall comments and discus-
sions from your past Monitoring Reports. The [Insert Name of Project]
will clearly indicate the basis for any grading of 'partially met' or 'not met'.
$
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21. 17
This Form may be used as a reference for to other Funding Agencies, if required.
Messrs G Owen & Co
Date:
FINAL REPORT:
Name of Organisation:
Those attending:
Activity/Task Comments-Service Provider Comments-[Insert Name of Project]
1. Exit Strategy
Is Exit Strategy adequate
Target Met Partially Met Not Met
2. Targets and outcomes:
Were targets/outcomes met
Guidelines If not, was their valid
reason for this
for Final Was evidencing clear and
submitted on time
Target Met Partially Met Not Met
Report • 2 3.Agreed reporting & dates
Were feedback sheets on time
Target Met Partially Met Not Met
Were Qrtly Reports Submitted
Was information informative
Was statistical data adequate
and on time
Target Met Partially Met Not Met
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22. 18
Date: FINAL REPORT
Name of Organisation:
Those attending:
Activity/Task Comments-Service Provider Comments-[Insert Name of Project]
Did the Quarterly Report
cover the req'd information
Were Qrtly Monitoring Forms
completed/returned on time
Target Met Partially Met Not Met
4. Processes/expectations
Guidelines Did Project change significantly
from original agreement
Did the Project run without
for Final ongoing supervision
Was the Project visited
Did visits reflect information
from Reports and feedback
Target Met Partially Met Not Met
Report • 3 Was the Project flexibile
where necessary, adapting
to changing needs
Did the Project evidence that
young people have been
consulted and that the Project
has evolved in line with this
Target Met Partially Met Not Met
21
23. 19
Date: FINAL REPORT
Name of Organisation:
Those attending:
Activity/Task Comments-Service Provider Comments-[Insert Name of Project]
Were Forms accurate
and submitted on time
Target Met Partially Met Not Met
Were financial receipts
submitted on time
Target Met Partially Met Not Met
Guidelines Were receipts in a logical
order, easily followed and
accurately totalled
Target Met Partially Met Not Met
5. Plans and Policies
for Final Has Referral Process met
expectations
Target Met Partially Met Not Met
Were there referrals on to
Report • 4 other Agencies
Did Participation reach
Target Met Partially Met Not Met
expectations and link to
feedback expectations
Target Met Partially Met Not Met
Was there evidence of a
need to expand the service
Target Met Partially Met Not Met
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25. 21
Getting
PLAN AHEAD
Think in terms of months
not weeks -
Beyond the
Wastepaper Trusts may meet only
Bin - Plan
Ahead twice a year.
Funding may be
committed 18 months
ahead.
24
26. 22
Getting
RESEARCH THE DONOR
Read up on their policy and priorities.
How much do they normally give?
Beyond the Find out the right contact name
Wastepaper When is the best time to apply?
Bin -
Do they issue guidelines
Research
How do they like to be approached?
Donor
25
27. 23
PACKAGE YOUR PROJECT
Identify unique selling points
Getting
Beyond the Package specific needs
Wastepaper
Prepare a proper budget
Bin - Package
your Project Consider unit costs or a choice of
costs
26
28. 24
Getting
PLAN THE PROPOSAL
Organise your information
Gather supporting documents
Beyond the
Decide on a format
Wastepaper
Bin - Plan
your proposal
27
31. Youth-focused Grant Bodies • 1
BBC Children In need Appeal: Deadlines for applying for funds from BBC Chil-
dren in Need are provide on their website below.
If you would like to receive a copy in the post please call us on 020 8576 7788 so they
can add you to their mailing list.
http://www.bbc.co.uk/blogs/childreninneed/posts/Welcome-to-our-new-look-website
Esmee Fairbairn Foundation: You can apply if:
• You are a registered charity OR properly constituted organisation. The purpose for
which you are applying must be legally charitable and your constitution must allow
you to carry out the work you propose. We will need to see a copy of your constitu-
tion or set of rules. [Read Information to help you apply for further guidance on their
website].
• Your proposal falls within their funding priorities – see website.
• The work for which you want funding will happen in the future, i.e. has not already
taken place
• The work will benefit a group of people, not an individual
• The work will benefit people within the UK.
In the first instance please telephone the enquiry number for whichever of our four
Programmes you consider most relevant to your idea.
http://esmeefairbairn.org.uk/apply-for-funding/guide-to-applying/
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32. Youth-focused Grant Bodies • 2
Youth Music: Youth Music is a charity which distributes its funds in a variety of
ways - open programmes which are open for application - grants of up to £20,000
available - and solicited programmes which are run in partnership with bigger or-
ganisations.
Youth Music's current funding lasts until 2005. Over that period they intend to bol-
ster existing programmes and provide new music-making opportunities. Youth Mu-
sic funds programmes which cover all kinds of music - classical, music technol-
ogy, jazz, folk, Asian music and many others.
On their website you can find out further details about each of their programmes,
download application forms, find out what programmes are running in your area,
and if you are already funded by them you can log your events and submit your
monitoring form and final report.
http://network.youthmusic.org.uk/funding
British Council – Youth Connect: A significant number of progress. Interested
readers needs to see their Web site for further details.
http://www.britishcouncil.org/
xxxi
33. Youth-focused Grant Bodies • 3
Jack Petchey Foundation: The aim of the Foundation is to help develop the po-
tential within young people aged 11-25, especially those struggling with 21st Cen-
tury problems. The Foundation is eager to help young people take advantage of
opportunities and play t h e i r p a r t i n s o c i e t y.
http://www.jackpetcheyfoundation.org.uk/?looking-for-funding.html
Shine: SHINE is a dynamic new charity set up to fund educational support pro-
grammes for children and young people from the most disadvantaged parts of
Greater London. They focus on value for money investment and proven educa-
tional impact. We believe that we can support effective intervention in the lives of
children and young people by:
• Finding sound organisations to fund;
• Developing solid proposals with them which have measurable educational out
comes;
• Rigorously monitoring and evaluating all funded projects, establishing the exact
impact on raising educational achievement levels; and
• Replicating successful projects elsewhere.
In order to achieve this they will fund only organisations and projects that meet
their essential criteria. They will also fund core costs.
http://www.shinetrust.org.uk/site/pages/3_fundingguidelines.php
xxxii
34. Youth-focused Grant Bodies • 4
SureStart: Three programmes: SureStart; Child Care Link; Childcare Carers.
See: https://www.gov.uk/find-sure-start-childrens-centre
The Welcome Foundation - Pulse: Funding youth arts projects inspired by bio-
medical science. This funding scheme supports performing arts projects that en-
able young people to engage with biomedical science and encourage them to
tackle complex, emotive issues.
The key aim is innovation and performing arts companies should come up with
new ways of exploring science and engaging young people. Projects can be de-
veloped by, for, or with young people up to 20 years old. Funding: The scheme
has three levels of funding: grants up to £3000, £10 000, or £40 000.
xxxiii
36. Youth-focused Grant Bodies • 6
The Sutton Trust: The Sutton Trust works primarily with organisations such as
schools, universities, community groups, charities and research bodies. They are
keen to ensure that the projects they support have the maximum impact, enabling as
many people as possible to benefit. They are happy to discuss project proposals be-
fore applications are sent in, and as there is no formal application form, they can be
flexible in our approach to potential projects. Examples of the type of organisations
with which we work can be found in the Projects Information section. If your organisa-
tion is looking to apply for funding, see their Application Guidelines. You can also read
some Frequently Asked Questions about organisation funding.
http://www.suttontrust.com/funding/
The Wates Foundation: The Foundation aims to alleviate distress and improve
the quality of life by promoting a broad range of social priorities with a core area
of special focus. Some priorities reflect the interests of particular Trustees. There
is emphasis on the physical, mental and spiritual welfare of the young and disad-
vantaged aged 8-25. Racial equality is stressed throughout. Grants are concen-
trated on projects on the Greater London area.
http://www.watesfoundation.org.uk/how_to_apply/
xxxv
40. Youth-focused Grant Bodies • 10
Make Space Development Fund: What's It For?
Grants to promote after school clubs for 11–16 year olds.
Who Can Apply? Clubs, schools and youth organisations.
What Is Available? Grants of up to £15,000. Details -
Clubs, schools and youth organisations can apply to the
fund for grants to create or develop after school clubs and
activities. The use of the grants will be determined by the
Make Space guidelines which were created in consultation
with young people themselves. The clubs should be for 11-
16 year olds, open regularly after school and in holidays.
They should provide a space for young people to spend
time with friends and take part in a range of activities, in-
cluding IT, sports, music and arts.
http://www.makespace.org.uk/home
xxxix