Sportivate Application Guidance Document 2016

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Sportivate Application Guidance Document 2016
Sportivate Application
Guidance Document
2016 - 2017
www.activenorfolk.org/sportivate
What is Sportivate?
Sportivate is a £56 million Lottery funded London 2012 legacy project that gives young people the
opportunity to find a sport that they enjoy. It offers high quality affordable 6 - 8 week coaching courses
covering a wide range of sports / activities across the county for those aged 14 - 25.
Funding is available to support providers interested in running 6 weeks of a particular sporting activity
with specific focus on engaging inactive young people. The main priority in year 6 is for projects to
engage young people 18-25 but we are also awarding funding to those projects that have preidentified groups of inactive young people aged 14-18 to attend sessions. Funding can cover costs
associated with the activity – whether that is facility hire, coaching costs, equipment (although
limited), marketing etc…
Who can apply for Sportivate funding?
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National Governing Bodies
Sport Clubs
Youth Clubs
Secondary Schools/Colleges/Universities*
Any Groups/Workplaces representing 14-25 year olds
*If you are an applicant applying to run a project in one of the above educational institutions, please
be aware of the following when applying for Sportivate funding:
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Delivery may take place at any time of the day (except where activity is based at a school for
14-16 year olds, where curriculum time activity is ineligible).
Where Sportivate projects are only targeted at students and/or staff within an educational
institution, the project must be delivered by another community provider and a community
exit route supplied e.g. if a high school is looking to run a boxercise class they should use
coaches from a community boxing club.
Schools, Colleges and HEIs can deliver Sportivate projects that are run within their own facilities
(or other facilities) if these projects are open to the wider community and not just its own
students and/or staff.
Essential Funding Criteria
Applicants applying for funding should ensure that their projects meet the following criteria and detail
this within their applications.
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Activity must target 14-25 year olds however priority will be given to projects targeting 18-25’s
Activity must run for 6 to 8 weeks
Each session should be a minimum of one hour in duration
Activity to target young people who are not participating regularly in sport in their own time /
outside of curriculum time sport / PE
Activities should match as well as generate demand (as long as generated demand can be
justified in the application)
Sessions can take place at any time during the day
Participants within the sessions should be coached or led and community focused
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Activity must lead to a local exit route or sustainable session (i.e local sports club/participant
funded continuity)
Activity must be a new initiative or demonstrate additionality over current provision
Organisations, and their delegated delivery bodies must meet minimum operating standards
(further information available on request)
Year 6 Priorities
Whilst all the above national Sportivate guidelines must be adhered to, a key priority for the Sportivate
programme is to engage inactive young people (participating in 3x or less of 30 mins sport and physical
activity in the 28 days leading up to a Sportivate course - outside of curriculum time sport / PE). Priority
will be given to projects which are focussed on the following:
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Women and Girls 14-25
Inactive young people aged 18-25
Disabled young people.
What costs Sportivate will cover?
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Eligible costs include:
o Staffing to deliver projects
o Expenses for volunteers who help run projects
o Hire of facilities used to deliver projects
o Transport (to get participants and staff/coaches to projects)
o Marketing/Publicity of Sportivate activities (posters, design time, printing)
o Training/Coach Education Courses – needed to run and/or sustain the project
o Exceptionally – caretakers/CRB checks
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Ineligible costs include:
o Overheads (storage of equipment, insurance and asset register maintenance)
o Equipment
o Retrospective activities (activities that have already started)
o Items purchased before funding is offered
o Statutory items – e.g. booster seats
o Buildings or refurbishment costs
o Contingency costs – replacing damaged equipment etc
o Projects that have no clear community/sustainable exit route
o Purchase of vehicles
o Items with poor value for money
o Projects that are insufficiently targeted
o Items for projects that take place outside the UK
o Projects for gifted and talented participants
Delivery periods in year 6 (April 2016 – March 2017)
Period 1
April – June
Period 2
July – September
Period 3
October – December
Period 4
January – March
APPLICATION DEADLINES FOR YEAR 6
18 January 2016 – For projects running in delivery period 1 and/or 2 and/or 3 and/or 4
5 September 2016 – For projects running in delivery period 3 and/or 4
Funding
FUNDING AVAILABLE
£35 per person should be used as a guidance figure on the amount of funding that is available, per 6
week course. This is subject to our discretion and further funding may be available for disability and
high cost sports where further expense is justifiable and continues to be value for money.
Please note: this is based on the number of young people you anticipate retaining that attend at
least 5 out of the 6 sessions (or 6 of 7 sessions or 7 of 8 sessions). Also, the number of participants
you expect to be inactive and reached through the project, and those that complete the project will
sustain their physical activity levels 3 months after the project has ended.
Additional expenses will need to be financed through partnership funding and through charging
participants (further info below).
Following project approval, funding will be issued to the provider after monitoring has been entered
onto the Sportivate portal at the end of the 6 week project(s) and it has been approved by Active
Norfolk. In certain circumstances where there is high set up costs we will process 50% of the agreed
grant up front.
PARTNERSHIP FUNDING
Wherever possible partnership funding is encouraged and applications that show partnership funding
(in-kind or cash) will be looked on favourably during the funding allocation process.
CHARGING PARTICIPANTS
Charging young people a minimal fee to participate is highly encouraged to increase the perceived
value of the activity and also to prepare them for paying for activity following the end of the sessions.
This could be on a pay and play basis or charging the young people for the full 6 weeks in advance,
which may assist with retaining participants.
SAFEGUARDING
Projects that receive funding will be required to ensure that sufficient safeguarding measures are in
place and assist with safeguarding and high quality assurance procedures/reviews. Guidance will be
available from Active Norfolk.
COMPLETING THE SPORTIVATE APPLICATION FORM
The Application Form is a Microsoft Excel spreadsheet containing guidance notes, an example
project sheet and six project template sheets. The application form has changed slightly for Year 6,
so please get in touch if you have any queries when writing your application.
There will also be a high level of emphasis on the role of Youth Insight in applications for Year 6. We
have therefore created a Youth Insight Summary document to help you with your design principles
(available through the Sportivate Funding page).
Applications for more than one project can be submitted on multiple sheets within a single
document, and if more than six projects are planned then a second copy of the application
document should be used.
The spreadsheet intentionally starts at row 95 so please don't try and change it. All of the data needed
to create the options for the drop down menus is stored in rows 1-95.
1. Project name - Give your project a memorable name so that you can easily identify it. Prefix
your project's name with 'Sportivate' to build brand awareness across the country i.e.
'Sportivate Anywhere Multi-sport'.
2. Provider name – Please list the lead organisation responsible for delivery, accountable for
spending the funding, delivering the target and who will be signing the service level agreement
with Active Norfolk if the application is successful.
3. Region, CSP and Local Authority (Drop Down) – This is completed for you; please don’t amend
this – ‘East’, ‘Active Norfolk’. You will need to enter the appropriate Local Authority area you
are targeting.
4. Deliverer Type (Drop Down) - Select the most appropriate deliverer type. If you select
'mixture' or 'other', include the deliverer type(s) in the 'Weekly Coaching Sessions
Description'. The term 'staff' refers to either paid or voluntary deliverers.
5. No. of Sessions (Drop Down) - Please select the number of weekly coaching sessions you will
be running (This should always be 6 unless other discussed with Active Norfolk).
6. No. of Blocks per quarter - Enter the number of blocks running in each quarter of the year. A
block is a set of 6-8 sessions. A project can be made up of one or many blocks of sessions. e.g.
if a deliverer was delivering a hockey project for 5 different groups of participants in 5 different
leisure centres, this is one Project featuring 5 blocks. However, if another deliverer was
delivering a climbing project and a water polo project for 2 different groups of participants in
1 leisure centre, this is two Projects featuring 1 block each. If multiple blocks are being
delivered across the year please indicate how many blocks are occurring in each quarter of
the year e.g. if two blocks are occurring in October and one block in January, enter '2' in cell
M103 and '1' in cell P103.
7. Deliverer Name & Contact Details, Venue name & Details - Enter the name of the
organisation, club, coach or individual running the sessions. Please include as a minimum; day
time phone number; email address; venue name and postcode. If your project features more
than one deliverer, please include other contact details in the weekly coaching session’s box.
Please be aware that this information will be available to County Sports Partnerships and Sport
England but will not be used unless necessary.
8. Setting type - Select the most appropriate setting type for where the project is being
delivered. For projects where sessions are delivered at both a school/college/higher education
institution and club select from the 'School and Club' or 'College/HEI and Club' options. If you
select 'mixture' or 'other' please include the setting types in the 'Weekly Coaching Sessions
Description'.
9. Sport (Drop Down) - Select one of the sports listed or one of the wider categories if the sport
does not feature.
 Select the most appropriate sport if the project is running a hybrid/adapted version
of the sport i.e. if the project is Inter Cricket select cricket and in the 'Weekly Coaching
Sessions Description' include that it is an Inter Cricket project.
 If the project is multi-sport select 'Multi-Sport' and include the list of sports involved
in the 'Weekly Coaching Sessions Description'. If you select 'other' include the sport
in the 'Weekly Coaching Sessions Description'.
 If the sport is a dedicated disability sport select the specific sport (e.g. 'Wheelchair
Rugby'). If the disability sport is not listed select 'Other Disability Sport' and detail the
sport in the 'Weekly Coaching Sessions Description'. If the project is being delivered
inclusively so that disabled participants can take part select the sport (e.g. 'Archery')
and indicate in the 'Weekly Coaching Sessions Description' that it is being delivered
so that disabled participants can take part.
10. HE/FE Project? (Drop Down) - 'Select 'HE', 'FE, or 'Both HE and FE' to state if one or more
Further Education Institutions and/or Higher Education Institutions are involved in the project.
Their involvement could be anything from simply signposting students to the project or being
the provider who is managing the finances/KPIs of the project. For further education please
only include further education colleges or stand alone sixth form colleges (i.e. not school sixth
forms or schools that call themselves colleges). Select 'No' if Further Education Institutions
and higher education institutions are not involved in the project.
11. Name of HEI/FEI - Enter the name of the Higher Education Institution and/or Further
Education College if applicable.
12. Sporting Champion Request (Drop Down) - There are a limited number of 'Sporting
Champions' visits available to attend Sportivate sessions throughout the country. The
Champions are all world class athletes in their own fields but their support is not limited to
sessions within their sport. Sporting Champions' support can encourage more participants to
attend 5 out of 6 sessions and continue with the sport after sessions have ended. For further
information on the scheme please visit www.sportingchampions.org.uk . If you feel that your
project would benefit from this support, please choose 'Yes' from the drop down menu to
alert your CSP Sportivate lead to this possibility. The request for a Sporting Champion must go
through your CSP. You may be asked to help evaluate the visit of the Champion who attends
your project.
13. Disability Focus (Drop Down) - If the project is specifically aimed at participants with a
disability focus please select 'Yes'. If there is no disability focus select 'No' or leave it blank. If
your project will include both able bodied and disabled participants, please reference this by
using the word 'inclusive in the 'weekly coaching session’s box' to help Sport England identify
examples of good practice across the country. When naming your disability specific project on
the Sportivate portal please use the word 'disability' in the title.
14. NGB Involvement & role - Has an NGB been involved in the planning or delivery of this project
please select 'YES'. What has their role been in the process, e.g. NGB product, delivery, target
club.
15. Recognised partnership work - Is the project being run in conjunction with a Sport England
brokered partner such as the Job Centre Plus, a Housing Association or the YMCA? Please
indicate by selecting yes or no.
16. Evidence of Demand / Need Description – Describe the demand for this project especially
from inactive participants (or the need for this project from the National Governing
Body/sport involved). This demand or need can be established either locally or strategically.
17. Sustainability/Exit Route Description - This is the most important aspect of any Sportivate
project.
 Describe the predominant setting in which these participants will continue to take
part in sport after the Sportivate project has finished. Also, describe the person or
people (and their role(s) in sport) who will take responsibility for ensuring that
opportunities for continuing to take part in sport are open to all participants (the
contact(s) for the exit route).
 If the project has a multiple number of predominant settings and these descriptions
do not fit into the 'Venue(s), Contact(s), Role(s),' cells then enter 'Multiple' in these
cells and provide the descriptions in the cell above. Please include these details even
if venues and contacts are the same as the deliverer's details already entered.
 Describe how the project will work to ensure these participants continue to take part
in sport and any incentives the project has created to help.
Please detail in this section if you plan to charge young people to take part in this activity and
how this may assist with sustainability.
18. Weekly Coaching Sessions Description – Describe the content of the sessions and how the
project will come together. This section must include detail on the following:
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Describe the content and structure of the sessions.
How project will be targeted at inactive young people and how young people will be
signed up e.g. marketing methods
 How this is an additional/new project for these participants
 Length of sessions
 Locations and ideally time and day that activity will be taking place
 Delivery method
 If coached activity, please detail coach qualifications.
 If lead activity, please detail any qualifications and experience that equips this
person to lead these sessions.
19. Completed and Reached Participants Targets - Insert the number of predicted 'completed
participants' for the project i.e. those doing 5 of 6 sessions in the weekly coaching sessions as
well as the total number of participants that will be reached. 'Reached' participants are those
attending at least one session. Deliverers should plan for fewer 'completed participants' than
the total number of participants 'reached'. Completed participants have previously made up
about 80% of those participants 'reached' for a successful project. Insert the projected
breakdown by age groups and gender for completed participants only and the total number
for reached participants. For a project running two or more blocks of sessions insert the total
completed participant targets and the breakdown by age groups and gender for all blocks of
sessions.
20. Sustained Participants Target - Insert the number of 'completed ' that are predicted to be
sustained in sport three months after the end of the Sportivate
project. The percentage figure will populate itself in the GREEN BOX/Cell. A sustained
participant is a participant who is still active three months after the end of the Sportivate
project. Active means someone who has taken part in sport for at least 30 minutes on 4 or
more days in the previous 28 days (equal to or more than 1x30 minutes per week). The sustain
target in the first 4 years of the programme has been around 80%-85%.
21. Inactive Participants Target - Insert the number of 'reached participants' that you expect to
be inactive. The percentage figure will populate itself in the GREEN BOX/Cell. An inactive
participant is someone who has taken part in sport for at least 30 minutes for 0-3 days in the
previous 28 days (less than 1x30 minutes per week).
22. Project Expenditure and Income - Please insert expenditure and income amounts for the total
project cost and not just Sport England’s Sportivate contribution.
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For a project running two or more blocks of sessions, please insert the total project
expenditure and income for all blocks of sessions.
Ensure all of the expenditure and income details are inserted (e.g. an hourly coaching
rate). Please note that entering basic descriptions such as ‘coaching’ or ‘facilities’
under ‘expenditure details’ is not sufficient.
The income section is split into two sections which are ‘In Kind’ and ‘Cash’. If the
project secures ‘Income (In Kind)’ from more than 3 partners and ‘Income (Cash)’ from
more than 2 partners use: ‘Other’. If the project secures any income stream please
ensure that you insert the amounts appropriately: either 'In Kind' or 'Cash'. All income,
in kind or in cash, recorded in the Project income cells must also be reflected and
offset in the project expenditure box (as for example, in a profit-loss account). If it is
not, the calculation made by the spreadsheet will not result in an accurate claim. It’s
essential that the income amounts are inserted accurately for every project, even if
they’re deliberately blank/zero so that Sport England can check the income from
partners/participants and meet the requirements of National Lottery funding. It is
expected that the Total Project Income will be lower than the Total Project
Expenditure and the difference is the Sportivate Funding request. The Sportivate
Funding Request, Sportivate Expenditure/Retain Participant and Total Project
Expenditure/Retained Participant will all automatically update.
Participant income estimates should be conservative to avoid project overspend if
participant numbers do not reach targets. If Participant income is to be used towards
the future sustainability of the project rather than used to cover some of the costs of
the sessions, please use the 'Income details' cell rather than the 'Amount' cell so that
it is not calculated as a contribution towards the costs of the project. The Sportivate
Funding Request, Sportivate Expenditure/Retained Participant and Total Project
Expenditure/Retained Participant will all automatically update
MONITORING AND EVALUATION
To assist Sport England to evaluate the success of the project, each lead organisation will be asked to
collect through their deliverer(s) some basic information about participants.
A short registration form will be provided by Active Norfolk which all young people participating in
Sportivate activities should complete during their first session. Deliverers will be required to make a
note of attendance during the project and following the end of the six weeks, the information obtained
from both the registration forms and attendance record will need to be returned to Active Norfolk
using an online portal system. Assistance will be on hand to anybody who requires it to use the portal
system.
Lead Organisations will be asked to internally complete a check with their deliverers following week
one of activity and feedback to Active Norfolk on any projects that are not achieving 75% of their
stated targets. This allows Active Norfolk and the lead organisation to assess options on how to move
forward with the project, including further funding or postponing or cancelling if deemed necessary
and reallocating the funding to future Sportivate activities.
WHAT HAPPENS NEXT….?
Following the submission deadlines, a review panel will assess the applications and applicants will be
made aware if their projects have been successful or unsuccessful.
If successful, Active Norfolk will produce a Service Level Agreement and Schedule 1 funding
confirmation form, which, once signed will release half of the requested funding. Further
documentation including participant registration forms will also be issued to lead organisations for
use during the projects.
Lead organisations will then be able to begin marketing their activity in preparation for delivery during
their designated delivery period.
CONTACT DETAILS
If you require any further assistance in completing the Sportivate application form, please do not
hesitate to contact George Webster
Email – [email protected]
Tel - 01603 731567

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