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Guidance

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Before completing this form please make sure you have read our Wee Grants guidance.

If you have any communication support needs that make reading or completing an application form difficult or impossible, or you would prefer to complete our word version of the form, please get in touch with us at funding@therobertsontrust.org.uk or call us on 0141 353 4321 to discuss alternative ways you can apply.


This form works best when using Chrome or Microsoft Edge.  You may experience issues if you are trying to complete this form using a tablet or Apple Mac and we would advise using a computer/laptop where possible. 


By unconnected we mean these people should not be related; married or in a civil partnership with each other; in a long-term relationship with each other or living together at the same address.

We consider it good practice for organisations to have at least three unconnected Trustees or members on its Board or Committee.  As you have advised that you do not have this, we cannot consider your application.


OSCR and SCVO have some useful resources on good governance.  Your local Third Sector Interface may also be able to provide you with some guidance around this.


We consider it good practice for organisations to have at least two unconnected people required to authorise all payments and withdrawals from the account. As you have advised that you do not have this, we cannot consider your application.



If your work involves children, young people or vulnerable adults we need to know that you have policies in place to keep them safe. We might also ask to see these.

If your work involves children, young people or vulnerable adults we can only accept an application from you if you have a policy in place which sets out how you will keep them safe. You can find more information on safeguarding, including useful resources and guidance, on the OCSR website.


Your local Third Sector Interface may also be able to provide you with some guidance around this.


• A community group run on a voluntary basis, set up as an organisation with a management committee, constitution and its own bank account.  Please note that we are unable to accept applications from groups who are also registered with a regulatory body, for example Companies House.  This includes Community Interest Companies.
• A registered charity is a voluntary organisation set up only for charitable purposes.  Scottish charities must register with the Office of the Scottish Charity Regulator (OSCR).                                                                      

You don't need to send us a copy of your constitution, however we may ask to see this as part of our assessment process.  We would expect this to have an open membership clause and appropriate dissolution clause, as outlined in our guidance.

If your community group does not have a formally adopted constitution then we are unable to consider your application.


Please provide the name of your organisation as registered with OSCR or as shown in your constitution.


For charities this should be the date you registered with OSCR.  For groups, this should be the date your constitution was formally adopted.
Organisation address 





Pick from one of the options below:
- Most people (at least 75% of your Board/Management Committee and/or at least 50% of senior staff who report directly to your Board).
- Around half (50% of your Board/Management Committee and one person who reports directly to your Board).
- A small number (one or two people on your Board/Management Committee).
- None
- I don’t know

We will not use this information for assessment purposes.  We are interested in understanding the profile of the organisations we fund and will report on this figure annually as part of our Equity, Diversity, Participation and Rights (EDPR) Commitment.

Please tell us, in your own words, what your organisation does and who it supports.  Are there any specific groups of people that you work with? 

Please tell us about the services or activities you will deliver and how these will make a difference for people experiencing, or at higher risk of experiencing, poverty (and trauma).  This could be a specific project or just your day-to-day services and activities.  We are interested to know about the issues they are experiencing related to poverty (and trauma) and how your work helps to address these.  Further information on the types of work we are looking to fund through our Wee grants can be found in our guidance.  

We want to fund organisations who are community led and who involve the people they support in the development and delivery of their services and activities. Examples of this might include: having regular chats with the people you support, in person or on social media, to gain their views; using surveys to gather feedback and taking action on this; including those you support on your Board, on steering groups or as volunteers.  We are also interested to know how you involve people from diverse communities (for example disabled people or people experiencing racial inequity) and remove barriers to their participation.  

£
Please enter the total cost of the project you are asking us to fund or, if you are asking for funding towards your day-to-day running costs, please tell us how much you think these will be over the next 12 months, which should be less than £30,000.  Please enter only numbers and round to the nearest pound.  Please note that if the cost of the work you are asking us to fund exceeds £30,000, we are unlikely to progress your application.   

£
If you are asking us for funding towards your day to day running costs and have already told us what you expect these costs to be over the next 12 months, you do not need to answer this question.  Please enter only numbers and to the nearest pound.   

£
Please enter an amount between a minimum of £300 up to a maximum of £5,000.  Please enter only numbers and to the nearest pound.  For example, if you are asking for £5,000 please enter 5000.

If you are a newly registered Charity and haven't yet produced Annual Accounts we can still consider your application and will ask you to provide details of an independent referee and a recent copy bank statement, dated within 3 months.


As a constituted group, you don't need to provide formal Accounts, however we would still expect you to be able to demonstrate how you manage your finances and keep appropriate records of your organisation's income and expenditure for any given period.  Please consult our guidance for further information and an example statement.

Please provide details of your organisations most recent income and expenditure which should cover a 12-month period.



This needs to show the name of your bank, the bank account name (which must be in the name of the applicant organisation), sort code, account number and the balance of funds held for the period.  If you bank with a credit union, we need to see a statement from them which shows the same information, and your membership or reference number.  In both cases, please make sure the information in the documents can be easily read.  You can view or example bank statement confirming the details we need to see here.   

Please provide details of an Independent Referee below.

This should be someone who knows the work of your organisation but is not directly connected to it.  This might be a local community worker, MSP or Councillor, teacher, health professional or someone from your local Third Sector Interface.

Having someone from your community vouch for your work lets us know that you are well linked in within your local community and are known to others. 

We may contact the independent referee as part of the assessment of your application or during the period of any funding we award. Please make sure you have permission to provide their details and that they are happy for us to contact them. We will store their details until any grant we award comes to an end.





Please provide an organisational email address for the referee and not a personal email.

If you are having trouble uploading files, you can send them to us at weegrants@therobertsontrust.org.uk.  Please tell us your organisation's name and provide your application reference number, if you have one.  If you are unable to send us this form as a result of issues uploading files, please call us on 0141 353 4321.

We'll use these documents to help us review your application and determine your need for our funding.  If the bank statement or Accounts you send us show a large balance of funds held compared to the cost of the work you are asking us to fund it may look as though you don't need our funding.  We understand however that some of these funds may be held for a specific purpose, or that they have significantly reduced.  Please use this space to tell us about this, to make sure we review your application fairly.   

This person should be authorised to commit the organisation to applying for funding.  For registered charities this should be someone on your Board.  For constituted groups this should be a member of your management committee. 













This is the person we will get in touch with for any queries about the application or where we need additional information and must be a different person to the organisation contact noted above.  Please make sure this is someone who can answer any questions about the work, and who is available and happy to be contacted.
The application contact provided must be different to the organisation contact above.
The emails provided on this form must be different.










* This could be a local authority funding fayre, Robertson Trust event or another funders’ event 

** Third Sector Interfaces (TSIs) provide a single point of access for support and advice for the third sector within local areas. There is a TSI in each local authority area in Scotland.  
 

Grant Terms and Conditions

By making an application to the Robertson Trust, you acknowledge that you are authorised to apply on behalf of your organisation and agree to the following terms and conditions:


Use of data:


1. What information we will collect:

  • Contact information for the application/project, and for the organisation, including personal names, email addresses and telephone contact numbers.
  • Organisational financial information (e.g. Annual or management accounts and, if funded, bank details and bank statements).
  • Application details, which may contain information on staffing that may include personal information (e.g. Names) and project budget. 
  • If funded, in some cases we may ask for information on the project's progress (through meetings or emails). This may include personal information on project leads and may contain confidential information not for wider publication in detail relating to financial issues or other project challenges.

2. Why we use your information

A – Assessing and administering your application

To assess eligibility, make funding decisions, prevent fraud, and communicate with you. 

Lawful basis: Our legitimate interests in running an effective and responsible grant making programme. 

B – Monitoring, evaluation, research and surveys

To understand the impact of our funding and improve our programmes.

Lawful basis: Legitimate interests. We will use anonymised or aggregate data wherever possible.

C – Sharing with other funders or oversight bodies

To co-ordinate funding, avoid duplication, carry out due diligence, or meet audit, legal or regulatory requirements.

Lawful basis: Legitimate interests (and legal obligation where applicable). We only

share what is relevant and proportionate. 

D – Publishing details of successful grants

We publish the recipient organisation’s name, grant amount, geographical area, and a brief project description to support transparency.

Lawful basis: Legitimate interests.  We do not publish personal data unless it is already publicly associated with the organisation (e.g. named charity trustees).

E – Publicity and promotional activity

If we wish to use identifiable personal details (e.g. names, photos, etc.) for case studies or publicity, we will ask for your explicit consent. You can withdraw this at any time.

 

3. Retention and re-use

We will keep your application and related information for up to seven years after the end of any grant, or longer if required for audit or legal reasons.  We may use information from applications and grants (in aggregated or anonymised form wherever possible) for research, reporting, analysis, and improvement of our

programmes.

 

4. Sharing with other funders, agencies and service providers

We may share information from your application or grant with other charitable or public funding bodies, regulators, or evaluators where this is necessary to:

-    -     check eligibility or prevent duplication of funding;

-    -     meet audit, reporting, legal or regulatory requirements; or

-    -     carry out research and analysis to understand the impact of grant funding.


We will only share personal data where it is relevant and proportionate. 


Service providers

We may share personal data with trusted organisations that provide IT, system hosting, security, application support and administrative services on our behalf. They are contractually required to use personal data only for the services we have instructed them to provide and to keep it appropriately secure.

 

5. Publication of grant information
  

If your application is successful, we will publish summary details of the grant for

transparency purposes.  This normally includes the name of the recipient organisation, amount awarded, geographical area, and a short project description.

We will not publish organisational financial details, board meeting minutes, personal contact details or other personal data unless that information is already publicly associated with your organisation. 

 

6. Surveys and evaluation

We may use the information you provide, together with monitoring information, as part of surveys and evaluations to understand the impact of our funding.  Any reports or publications will use aggregated or anonymised data unless you have agreed otherwise.

 

7. Publicity and press releases
  

We may wish to share stories or case studies about projects we support in our

publications, press releases, or online channels.  We will only include identifiable personal details (such as names, images, or quotes) in publicity materials with your explicit consent. 

 

8. Applicant declaration

By submitting this application, you confirm that:

-    -     You have read and understood the Robertson Trust’s use of data notice.

-    -     You have authority to provide the information in this form on behalf of your 
      organisation.

-    -     You understand that information from this application will be used and shared
       for the purposes described above, including publication of organisational 
       grant details.

-    -     You understand that any identifiable personal data will be handled in
      accordance with data protection law and that the Trust will seek your consent 
      before using personal details for publicity.

To the best of my knowledge, the information provided on this application gives a true and accurate account of my organisation's work and needs. I confirm that I am authorised to commit my organisation in this way. 



Once you have completed the form and are ready to send it to us, click the ‘send’ button below. You will then be shown a preview of your completed form, which you can review to ensure you are happy with your responses.  You can also print a copy of the form by clicking the ‘print this page’ button at the bottom of the next page. 

When we receive your application, we will email you a link to an online copy of your completed form.  If you require a paper copy application for your records, you should print a copy of this now. 

Once you are happy with your responses and have printed a copy of the form, if required, hit ‘confirm’ to send us the application form.  
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