Helen Macpherson Smith Trust

Next open date for applications is 23.05.2017 View Grant Dates

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FAQs

APPLYING TO HMSTrust

Can an auspice organisation make an application on my behalf?

No. The organisation applying to HMSTrust must be the organisation that will run the project or program for which a grant is being sought. Auspicing refers to the practice of an ineligible organisation (one that it not a charity) applying to HMSTrust via an eligible organisation which acts as the auspice. Auspicing arrangements are excluded under HMSTrust’s guidelines.

What defines rural and regional Victoria?

HMSTrust uses Regional Development Victoria’s definition of rural and regional areas to assist with our grantmaking.

There are five regions comprising: Loddon Mallee, Grampians, Hume, Barwon-South West and Gippsland.

You can download a map of the regions for more information and to check which region you are located in.

How will our application be acknowledged?

Once your application has been submitted, a confirmation email will be sent immediately, with your password and a URL direct link to your account home page. This URL and login will provide you with access to your application at any time.

Do you fund existing projects?

No, we don’t fund the following:

• Projects that have already started or taken place
• Maintenance of an established program

What support material can I include?

– Annual report or minutes from your annual meeting
– Your most recent Financial Statement
– Up to two letters of support relevant to your project

How do we know if the project meets HMSTrust’s funding criteria?

HMSTrust’s grants structure has been developed to help you determine whether your project fits the Trust’s funding criteria. We suggest you read the Grantseekers section on the website carefully and refer to the case studies of successful projects.

We encourage you to contact the Grants team to discuss your project well in advance of the application deadline. This is essential for all Social Impact Grants.

Which grant level should we select?

There are a number of variables you will need to consider:

– How much do you need?
Determine your budget and revenue sources and match your request to the appropriate grant level. HMSTrust prefers projects which are collaborative and involve other funding partners.

– When do you need the funds?
Check the grant dates for your selected level. Note that your project commencement date needs to be after the notification date. HMSTrust does not fund retrospectively.

 

Can we discuss our proposal prior to lodging an application?

We encourage you to contact HMSTrust prior to submitting your online application either by phone: (03) 9999 3000 or by email.

Prior contact with HMSTrust is essential for all Social Impact Grants. To ensure time for a considered response, it is best to make contact well before a closing date.

Can the beneficiaries of the project reside outside of Victoria ?

The project must be undertaken solely in Victoria for the benefit of Victoria.

Any other beneficiaries of the project must be incidental/secondary to the project e.g. via a website or printed material;  or beneficiaries by default, e.g. a cure for cancer.

What type of organisations can apply?

HMSTrust will only fund charitable organisations that meet our eligibility criteria. Individuals are not eligible to apply.

Organisations must be registered as a charity with the Australian Charities and Not-for-profits Commission (ACNC), and be either a charity based in Victoria and operating solely within Victoria or a charity operating both inside and outside Victoria, if its head office is in Victoria.

If your ACNC-registered charity has its head office outside of Victoria it is not eligible to apply

See the Eligibility section under Grantseekers for more detail.

THE ONLINE FORM

What do we need to know before starting the online application?

  • We recommend that you start work on your online application well in advance of the deadline. You may experience technical difficulties with your IT system that may prevent you from lodging your application form on time if you leave it to the last day. Your choice of browser may cause problems – a number of applicants have reported issues when using Chrome.
  • Sample Application Forms have been provided for reference before starting to complete your online application.  The forms are located in the Forms section under Grantseekers.
  • You can only access the online application form via the eligibility quiz on the Application Gateway page. Please note that eligibility is carefully assessed by the HMSTrust Grants Team before a project is considered.
  • Once through the eligibility quiz, you will be asked to complete the ‘My Account’ form, which will provide you with access to your online application form.
  • Detailed information regarding the online application form and process, including working with ‘My Account’, is listed in the Online Application Guide located under Resources. We recommend that you print this section for easy reference during the application process.

What if I have a technical problem?

  • Most technical problems will relate to your computer system and software, which can be solved by your IT support staff. If you are still unable to access or complete the online application form,you can email info@hmstrust.org.au. Please identify the problem clearly in your email message.
  • If you are unable to access the HMSTrust online application form, it will likely be that your browser is not configured to support cookies.  You can refer to any of the technical help sites available on your search engine by searching ‘Browser enable cookies’ for your particular browser and follow the instructions.

AFTER YOUR APPLICATION IS SUBMITTED

How long does the decision-making process take?

The Grants team will make an initial assessment and may contact you for further information. Refer to the Application flowchart for an overview of the grant-making process.
• Community Grants have a 2-month turn-around from closing date to notification.
• Social Impact Grants follow a 2-stage process. If your application is approved by the Trustees to proceed to Stage 2, the Grants team will contact you to discuss the Stage 2 application. The total turn-around from the Stage 1 closing date to final notification is approximately 4 months.

ONCE YOUR APPLICATION IS APPROVED

How are multi-year grants paid?

Multi-year grants are released on receipt of a satisfactory Progress Report and Financial Acquittal in accordance with an agreed schedule. Payments are then made by electronic funds transfer on receipt of a tax invoice. The invoice must not include GST.

What happens if there are changes to the project?

If circumstances change during the life of the project, for example the scope of the project is modified, the project is delayed or the budget needs to be varied, HMSTrust must be informed as soon as possible.

HMSTrust will consider all amendments to approved grants. The Grantee is required to complete a Grant Amendment Form. If the requested amendment is significant and/or involves additional funds, it will be considered by Trustees at the next available Grants meeting.

How are successful grants paid?

Grant payments are made by electronic fund transfer on the receipt of a tax invoice. Projects that are dependent on funding from other sources are required to confirm that all funding is secured before HMSTrust funding is released.

Multi-year grants are released on receipt of a satisfactory Progress Report and Financial Acquittal in accordance with an agreed schedule. Payments are then made by electronic funds transfer on receipt of a tax invoice. The invoice must not include GST.

What are our obligations if we are approved?

Successful applicants are required to sign a Standard Grants Conditions Form, which outlines grantee requirements. This form, along with other sample forms, can be downloaded from the Forms page of our website.

AT THE END OF YOUR PROJECT

Can you recommend an external evaluator?

HMSTrust does not have the resources to research and maintain a database of external evaluators; however, The Ian Potter Foundation has put together a list of external evaluators and is happy to share this list with other trusts and foundations and their grantees. This link will take you to The Ian Potter Foundation website where you can download the list. Please note, this referral does not mean that HMSTrust endorses or guarantees the quality of the listed evaluators’ work.

When can we apply again?

You can only apply for another grant if your last grant has been successfully acquitted at least three months before the next grants round closes. We suggest you contact the Grants team to discuss a new project before submitting a new online application.