The P&C require submissions to be easy to read (typed), and that answer every question on the application form. (Phone Rob Jarvis if you require clarification on a question – don’t leave it blank). The submission needs to give enough concise information to convince the P&C that you are the most appropriate organisation to handle the funds and to deliver the project. As long as you are complying with the guidelines and can show your aims are worthwhile and you know how to make them come true you stand a fair chance of success

Clearly state the details of what your submission/request is for:

In addressing this point you need to make a clear link between your aims and objectives and the specific guidelines. Identify the cost and the beneficiaries of the project and detail how the project will work. Evaluation also needs to be undertaken.

Define and Demonstrate the Need:

Before you make a final decision about the project you are proposing, you should check the relevance of the idea and gain feedback from parents and teachers. In demonstrating the need it may be useful to provide statistics, case-studies, quotes from leading authorities and the target group. This will act as your basis from which to demonstrate to the P&C why your proposal is required.

Identify your target areas:

Provide detailed information as to who will benefit from this submission for example, how many children, which age groups or Stages, particular classes, sub-groups, or the school as a whole.

Show us the total cost required as well as an itemised breakdown of costs:

Before you start to estimate the money required, make a list of all types of expenditure involved in your plans and any other ways you might bring in money. In essence show all income and all expenditure and the budgeted surplus or expenditure. Remember that you can sometimes build up your own contribution by showing 'value of volunteer labour' as an item of income and a matching expense item.
You should indicate in your budget how costs were calculated eg cost per child or rate per hour. Remember to demonstrate the value of the contributions made by volunteers and other sponsors or providers of in-kind support. Make sure you are clear on the budget guidelines from the P & C.

Timeline/Project Management:

State whether this is a short or long term project, and provide a detailed Project Management Schedule outlining proposed commencement, duration and evaluation periods. This Schedule should clearly detail your project from beginning to end.

Detail how you propose to manage the project and how will it be evaluated:

How you will make it work:
Funding bodies will often ask for extra information to make sure that you are clear about how you will make your ideas work, and that you will be able to put your plans into practice. Request may include:

•Copies of job descriptions.
•Involvement of volunteers.
•Accountability in regards to project supervision.
•Evaluation of the project.

How you will show it has been a success:

There are many different ways of evaluating the success of your project. You can keep statistics, seek feedback from users, develop broad questionnaires etc. The type of evaluation will depend upon the type of project and guidelines from the P&C. If in doubt look for similar initiatives that have been conducted and see how they evaluated the project or liaise with the P&C.

Once your submission has been presented to the P&C Executive, it will be prioritised and then voted upon. It is highly recommended that you attend the meeting so that you can verbally put your request forward.