1. Grant overview

The program offers grants of up to $250,000 (ex GST) to not-for-profit preschools operating as community preschool services (community preschool) in NSW. These funds support small extensions, renovations, or other works that increase early learning enrolments and/or licensed places. The grant process is competitive and occurs in two stages: eligibility screening followed by a prioritised assessment. Applicants are encouraged to review these program guidelines thoroughly before applying.

1.1. Program objective

The objective of the program is to increase enrolments and/or licensed places through small scale capital works such as renovations or extensions at community preschools in NSW.

All projects funded under this program must result in an increase in either licensed places and/or enrolments. Examples of projects that achieve this objective may include but are not limited to:

• Renovations that increase unencumbered space, for example removing a wall to open a room up to increase enrolments
• Small extensions of the existing building’s footprint to increase the licensed places
• Lighting, ventilation and minor renovations that improve the safety or compliance of existing spaces, enabling an increase in enrolments and better utilise its existing licensed capacity
• Fixing facilities impeding the use of unencumbered spaces (for example an unsafe area cordoned off for safety reasons), which results in an increase in enrolments
• Upgrading perimeter fencing and gates to secure an outdoor play area and improve security and functionality of outdoor areas, enabling spaces that are currently unsuitable or underutilised to be fully utilised, supporting increased enrolments.

1.2. Grant value

• Total value of grant program: $4.1 million (ex GST).
• Value of maximum amount per grant: $250,000 (ex GST).
• Co-contribution obligations: 5% of the total project cost is required to be paid by the provider. Funding from another grant program or other sources can be accepted as a co-contribution. See section 3.2.2 if you are unable to co-contribute.

The department uses ex GST figures to refer to grant award amounts.

The GST component will be paid to organisations who are registered for GST. For example: if your grant award was for $200,000 (ex GST) then your grant instalments will be paid into your nominated bank account to a total of $220,000 (incl GST).

1.3. Timeframes

1. The Funding Agreement (contract) must be signed by the applicant’s authorised officer and returned to the department by the deadline.
   • For applicants in round 1, the Funding Agreement must be signed and returned to the department within one week of receipt.
   • For applicants in round 2, the Funding Agreement must be returned to the department within four weeks after receipt.
2. Construction must be completed:
   • Within 12 months of outcome letter receipt for projects that already have or do not need a development application and construction certificate.
   • Within 24 months of outcome letter receipt for projects that do need a development application and construction certificate.

Adjustments to the timeframes may be considered where there is evidence of exceptional circumstances and where an adjustment will not compromise the fairness of the competitive grant process.

2. Selection criteria

2.1. Eligibility criteria

2.1.1. Project eligibility

The capital works project is eligible if it:	The capital works project is ineligible if it:
results in an increase in enrolments and/or licensed places for preschool aged children at an existing community preschool, and meets the requirements outlined in these program guidelines.	supports solely or primarily nursery and toddler-aged children has already been fully funded by another grant program/s is already complete at the time of assessment (i.e. retrospective funding) is largely cosmetic, or would not result in an increase in enrolments and/or licensed places.

2.1.2. Provider eligibility

The provider is eligible to apply if they are:	The provider is ineligible to apply if they are:
an approved provider operating an eligible preschool service in NSW where minor capital works are proposed (see section 2.1.3 below), and a not-for-profit organisation or association, or a local government entity (see section 2.1.2.2 below), and registered or incorporated in Australia (see section 2.1.2.3 below)	a for-profit organisation

2.1.2.1. Applicant must be an approved provider

Applicant must be an individual, company or partnership who holds a provider approval to operate an early learning service under the Children (Education and Care Services) National Law 2010. The approved provider must be operating an eligible NSW preschool service (see section 2.1.3 below) where the minor capital works are proposed.

2.1.2.2. Applicant must be a not-for-profit organisation

To be eligible for the program, the applicant must be a not-for-profit organisation/ association, or a local government entity.

To meet this requirement, your organisation may be registered on the Australian Charities and Not-For-Profit Commission (ACNC)’s Charity Register or The Registrar of Indigenous Corporations (ORIC) or you may be an incorporated association registered in NSW under the Associations Incorporation Act 2009. If none of these options apply to you, other evidence must be submitted to substantiate your not-for-profit status, for example: constitutional documents or articles of association that demonstrate the not-for-profit character of the organisation.

2.1.2.3. Applicant must be registered or incorporated in Australia

To be eligible for the program, your not-for-profit status should reflect an ABN that is registered in Australia.

2.1.3. Service eligibility

The service where capital works will take place is eligible if the service is:	The service where capital works will take place is ineligible if it is any of the following:
a community preschool or multipurpose children’s service (see section 2.1.3.1 below), and currently rated Meeting or above against the National Quality Standard (NQS) (see section 2.1.3.2 below).	a long day care service a mobile preschool a family day care operation a centre based service that has Out of School Hours Care (OSHC) as their sole ‘Nature of Care’, or a Multipurpose Aboriginal Children’s Services (MACS).

2.1.3.1. The service must be a community preschool or multipurpose service

A community preschool holds service approval for the site of the proposed capital works under the Children (Education and Care Services) National Law (NSW) No 104a of 2010 to operate as a centre-based service with a ‘Nature of Care’ service type of preschool.

A multipurpose children’s service is a service offering both community preschool and long day care services under one service approval.

To be eligible for the program, a service must be delivering a preschool program to preschool-aged children, for at least 600 hours per year, that is designed and delivered by a degree qualified early childhood teacher, in accordance with Belonging, Being and Becoming: The Early Years Learning Framework for Australia (EYLF) V2.0 2022.

2.1.3.2. The service must have an NQS rating of Meeting or higher

To be eligible for the program, the applicant’s service where the capital works will take place, must have a current rating of: Meeting, Exceeding, or Excellent. The National Quality Standard (NQS) sets a high national benchmark for early childhood education and care services in Australia. If you are under assessment, the current or existing rating registered in the National Quality Agenda IT System (NQAITS) must be used.

2.2 Assessment criteria

Eligible applications will be assessed and prioritised against the following criteria:

Criteria 1: Overall quality and completeness of the application

Is the project proposal clear and detailed, with sufficient supporting information and evidence?

• The Assessment Panel will consider if:
  • all relevant sections of the application are complete
  • the proposal is clearly related to the program objective (section 1.1)
  • the supporting information and evidence attached to the application are sufficient
  • the proposed works and timing are realistic, justified and achievable, and
  • your organisation’s details, information and compliance and regulatory history are accurate, current and compliant.

Criteria 2: Community need

Is the project in a disadvantaged area according to the Australian Bureau of Statistics (ABS)?

• While applications are welcomed from across NSW, the Assessment Panel will prioritise funding for capital works in locations with a lower Index of Relative Socio-economic Advantage and Disadvantage (IRSAD) rating. This rating is a subset of the Socio-Economic Indexes for Areas (SEIFA).
• You can check your service’s IRSAD rating the using the ABS interactive map
  • Type in your site address and then identify your IRSAD rating from 1 – 5 using the colour chart.

Criteria 3: Value for money

Does the project deliver value for money?

• The Assessment Panel will review the two competitive quotes that are no more than four months old attached to your application, along with your explanation of why your chosen quote is the best value for money.
• The Assessment Panel will review your project budget table and ensure that the total cost of the works in the budget table reflects your chosen quote (the one you have explained is the best value for money).
• The Assessment Panel will take into consideration factors such as the higher costs of delivering projects in rural and remote areas.
• The Assessment Panel will assess your cost per place against other applications in the same round with comparable IRSAD ratings (see Criteria 2 above).
  • Cost per place is calculated by dividing the total cost of the works (ex GST) by the total licensed places.
    • For example: if the total cost of the works is $150,000 (ex GST) and the service is maintaining 30 per day total licensed places, the cost per place is = $5,000 (150,000/30 = 5,000).
    • If you are proposing to create new licensed places in addition to your existing places, add these to your per day licensed places total.
    • Where works address underutilisation of existing licensed places, calculate the cost per place based on the increase in enrolment capacity enabled by the works. This includes works required to make existing spaces suitable and available for use.
• For applications from multipurpose children’s services, the Assessment Panel will consider community preschool places/enrolments only in calculating value for money.
  
  

Criteria 4: Number of licensed places or enrolments

Does the project support the accessibility and affordability of early learning services, by assisting community preschools to deliver additional places for preschool-aged children or fully utilise existing licensed places to increase enrolments for preschool-aged children?

• The Assessment Panel will consider if the capital works project either:
  • creates new licensed places (see section 2.2.1 below; you should get a licensed building practitioner to calculate an unencumbered space measurement for the service before and after the proposed works and include this in your application), or
  • supports your preschool to utilise all existing licensed places and operate at full capacity.

The Assessment Panel will also take into consideration the number of community preschool places being supported via the project for multipurpose services. For multipurpose services, the panel will prioritise higher number of community preschool places being benefited.

There is no specific minimal increase of places and/or enrolments, however the number of places/enrolments being created will be considered as part of the value for money assessment (see section above).

2.2.1. Increasing licensed places

If you are intending to create new licensed places with your project, it is essential that you include professional plans and unencumbered space calculations that:

• Support the forecasted early learning places, in line with all relevant regulations, including regulations 107 and 108 of the ‘Education and Care Services National Regulations’.
• Showcase a design that meets all regulatory requirements applicable to childcare centres.
• Have gained development consent where required to increase licensed places.
  • This means the project aligns with the local government’s planning requirements which may include an approved development application and construction certificate depending on local government requirements.
• Are drawn by a licensed building practitioner as defined in the National Regulations (section 4). Under section 4, a licensed building practitioner is defined as:
  • a person who is registered as a building surveyor, building inspector or draftsperson under a law of a participating jurisdiction
  • a person who is registered as an architect under a law of a participating jurisdiction
  • a person who is licensed as a surveyor under a law of a participating jurisdiction
  • a person who is licensed or registered as a building certifier under a law of a participating jurisdiction, or
  • a person who is accredited under a law of a participating jurisdiction to design buildings that will be used to provide education and care services.

2.2.2. Increasing enrolments

Where a service is not currently operating at full capacity, increasing enrolments may be achieved without increasing the service’s approved number of licensed places.

The steps required:

1. Confirm the current approved number of licensed places.
2. Identify the reason the approved capacity is not being fully utilised.
   This may include building limitations, for example one of the play areas has a large stage area or is divided by wall that restricts use, the room configuration makes supervision challenging, outdoor space needs clearing to access more space, accessibility, staffing arrangements or other operational factors that prevent the service from enrolling to its existing approved capacity.
3. Where building works or improvements are required to enable the service to utilise its existing approved places, the proposed works should be identified and supported by appropriate plans and space calculations (see above section 2.2.1 on unencumbered space calculations).
4. If the service has retained its existing approved number of places and the proposed changes simply enable the service to utilise those places, an application to increase the approved number of places is not required.
5. Complete any required building or other approvals.
6. Once the works are complete and any required approvals have been obtained, the service can increase enrolments up to its existing approved number of places, subject to meeting all applicable regulatory and operational requirements.

Please note: If the service previously reduced its approved number of places and now wants to increase to that same number again, this is different from simply increasing enrolments. In that situation, the service would need to apply to the Early Learning Commission to increase its approved number of places.

2.2.3. Items that can and cannot be funded

Items that can be funded:

Items that cannot be funded:

project management costs planning and design costs soil hygienist reports removal of contaminates on project sites (e.g. asbestos/arsenic) site preparation, including clearing or demolition construction and commissioning fixed fittings and fixed equipment costs to engage a certified building practitioner to re-calculate unencumbered space appropriate signage to recognise the grant provided, and painting works that contribute to the overall aesthetics and quality of the service resulting in increased enrolments.

site acquisition and lease costs routine or cyclical maintenance works spaces not used primarily for the delivery of a preschool education program (e.g. rooms for community or health services, or rooms/outdoor areas primarily for the provision of care for nursery or toddler age groups) purchase of cars, buses and other vehicles ongoing administration or operational costs staff salaries and training toys, portable equipment and consumables cosmetic upgrades that do not increase capacity, including to landscaping and playground equipment additional funding due to project cost overruns, or items for a project funded by another grant.

2.2.4. Past performance

The department will review an applicant’s past performance and assess whether it is likely to have an impact on the successful delivery of the proposed project. This will include considering whether the applicant has:

• Taken appropriate steps to deliver previous projects funded through the department within appropriate timeframes (where applicable).
• Overdue projects funded by the department and whether extensions have been requested and approved.
• Completed projects funded by the department and whether the applicant has submitted all documentation required to acquit the grant funding, including regular monthly reporting and acquittal within the contracted time frame.

As part of the assessment, the department may consider information it already has about your organisation, including its regulatory and compliance history. This may include past and current Provider and Service Approvals.

Poor past performance or compliance issues may affect your eligibility for funding or result in funding being withdrawn.

3. Application process

3.1. How to apply

Application forms are available on the SmartyGrants website.

• If you do not already have a SmartyGrants account, then you must register to use the free SmartyGrants application system.
• Applications must be submitted in SmartyGrants by an authorised officer.
  • An authorised officer must either appear as a Responsible Person on the organisation’s Australian Charities and Not-for-profits Commission (ACNC) charity register or provide other evidence of authority.
• After your application is submitted on SmartyGrants you should get a notification of receipt via email.
• Applications cannot be changed once submitted. If an applicant would like to correct information or provide additional information, they should email the Sector Growth team at: capital.works@det.nsw.edu.au

Documents required for inclusion in the online application may include, but are not limited to:

Application form questions	Expected evidence/information needed as attachments in your application
Applicant information section	Evidence of provider approval.
Past grants section	Knowledge of whether your organisation has previously been awarded a capital works grant.
Project description section	A detailed project description (including scope of works and design plan if required), project plan and expected timeline. Development consent if required by your local council. Plans by a licensed building practitioner if required.
Budget and value for money section (see section 3.2)	An itemised project budget, including the applicant’s co-contribution of a minimum of 5% of the total project cost and additional sources of funding for the project, if any. At least 2 quotes in the past 4 months that reflect the final design of the minor capital works project. Applicants should contact the department if they are unable to obtain a second quote. In exceptional circumstances this requirement may be waived.
New licensed places section	This section is only needed if you tick ‘Yes’ to the question: ‘Are you creating additional licensed places or improving enrolments through these building works?’ You will need an unencumbered space measurement by a qualified building professional (refer section 2.2.1).
Increased enrolments	Plans demonstrating unencumbered space measurement by a qualified building professional (refer section 2.2.1) that supports the increase in enrolments. Development consent that shows the capacity increasing to the maximum capacity. Waiting list that demonstrates the need for increase in enrolments.
Land arrangement section	You will need to show that your preschool is ready and able to carry out the proposed building or improvement works. This may include: Site arrangements: evidence that you own the site (title certificate) or have a formal lease or agreement with the owner that is in place until 2031 (at least 5 years). Support for the project: evidence that key stakeholders and organisations support the project, such as the landowner, local Council, your committee/board, the Local Aboriginal Land Council (LALC) and any other funding partners. Funding: details of any other funding you have received or applied for (outcome letters), and evidence that you can provide your organisation’s co-contribution to the project (bank statements).

The applicant may be contacted for verification or further information before the assessment stage. The department may, in its absolute discretion, seek information from other NSW Government agencies or other third parties (such as probity advisors) to assist with the assessment of applications.

Late applications will not be accepted.

The submission of an application does not guarantee funding. Applications for funding will be assessed on a case-by-case basis against the assessment criteria and in line with these guidelines. The department may, in its absolute discretion, decline to provide funding or provide part funding.

Applicants must not provide false or misleading information. Applications containing false or misleading statements will be made ineligible.

Applicants are strongly encouraged to review the support options available in the section below before applying.

3.2. Budget

In the budget section of your application, you need to submit at least two quotes obtained in the past four months that reflect the final design of your capital works project.

You also need to complete a proposed income and expenditure table, which should be based on the quote you chose and justified as being greater value for money.

Please ensure all amounts listed are excluding GST.

When you are completing the income and expenditure table you should consider the sections below on:

• Adding contingency to your budget (section 3.2.1)
• Your provider co-contribution amount (section 3.2.2)
• Unspent funds (section 3.2.3), and
• Cashflow (section 3.2.4).

3.2.1. Contingency

It is recommended that applicants include a contingency allowance within their project budget to allow for unforeseen increases in project expenditure during delivery of the capital works project that are outside the applicant’s control. Contingency for this program is recommended to be approximately 5% of the project. This amount sits in the last row of the expenditure table to represent it is accessed as a last resort, when all monies have been exhausted, and it is part of the department’s grant funds commitment. If it is not spent by the end of the project, it is returned to the department.

3.2.2. Provider co-contribution

The provider must co-contribute 5% of the total project cost ex GST. This co-contribution must be spent before any grant funds are used.

Waiving the provider co-contribution: Where an applicant is unable to meet the minimum expected co-contribution, they may apply for an exemption as part of the application process. There will be an opportunity in the application form to outline why the applicant should be exempted from the minimum co-contribution, provide evidence, and nominate the alternative amount they are able to contribute, which should be as close to the threshold as possible.

Exemptions may be considered primarily for services located in remote NSW, for Aboriginal Community Controlled Organisations, or for services recovering from a natural disaster.

3.2.3. Unspent funds

Any grant funding that is not spent on the approved purpose by the time the project is completed must be returned to the department, unless otherwise agreed in writing. The department may also require the return of funds if they have been spent in a way that does not comply with the grant award or funding agreement. Any unspent funds will be returned to the Fund by the department.

3.2.4. Cashflow

Management of cashflow is the responsibility of the provider. However, the program works in general by following the steps below:

1. Provider spends their co-contribution first for up-front costs, for example: for the contractor deposit or for site establishment fees.
2. Provider gives evidence to the department that the provider contribution has been fully spent.
3. After all the agreed Milestone 1 elements are complete, 80% of the total grant value is transferred to the successful provider, enabling the project to progress (see section 5.2).
4. The remaining 20% of the grant funds are paid on completion of Milestone 2 elements to pay remaining invoices (see section 5.2).

3.3. Support available to applicants

Applicants can obtain support in preparing their applications in the following ways:

• Read or download these Minor Capital Works program guidelines.
• Call or email the Sector Growth team with any enquiries:
  • capital.works@det.nsw.edu.au
  • Information and Enquiries phone line: 1800 619 113 (Ask to be transferred to a Sector Growth team member)
• For assistance with the SmartyGrants website or online platform, please contact the SmartyGrants Support Desk on (03) 9320 6888 between 9am – 5pm, Monday to Friday or email service@smartygrants.com.au.

4. Assessment process

4.1. Assessment of grant applications

In the assessment process:

1. Applications are assessed against the eligibility criteria (section 2.1).
2. Applications are assessed using the assessment criteria (section 2.2) and then ranked in comparison with other applications based on the assessment score of each application (this is an open, competitive grant).
3. The Assessment Panel will provide a recommendation to the NSW Childcare and Economic Opportunity Fund (the Fund) board (Fund Board) for final decision-making. The Fund Board is the final decision-maker, and, in all circumstances, the Fund Board’s decision is final.

External specialists:

• The Assessment Panel may consult a probity adviser, noting that probity advice is required for all grant opportunities that are complex, high-risk or high value.

4.2. Notification of application outcome

All applicants will be notified in writing of their application outcome after the assessment process is complete.

Unsuccessful applicants will be notified in writing and, where possible, provided with the reason their application was unsuccessful.

Successful applicants will be advised of:

• The outcome and approved funding amount.
• Any funding conditions and next steps.
• When and how the funding will be publicly announced.

If successful, your organisation must:

• Have an authorised person sign and return the Funding Agreement within timeframes specified at section 1.3
• Complete the project within the required timeframes (see section 1.3)
• Acknowledge the NSW Childcare and Economic Opportunity Fund and NSW Department of Education in project-related communications and materials, in accordance with the Funding acknowledgement guidelines for infrastructure and capital works

Grant recipients will be notified of their successful application before any public announcement is made about the funding. Written notification to unsuccessful applicants will be provided on or before the date of the public announcement, where practicable.

Public announcements of grant funding will be coordinated by the department and may include information about successful applicants, funded projects and the amount of funding awarded.

See section 5 for more information on requirements for successful grant applicants.

4.3. Application feedback

Unsuccessful applicants may request further feedback to assist them in understanding the assessment outcome. Feedback will generally be limited to the application and assessment process and will not include confidential information relating to other applicants.

There is no right of appeal or formal review of an application outcome. The decision regarding the allocation of grant funding is final.

4.4. Publication of grants information

The Grants Administration Guide (Guide) requires that certain information is published in relation to grants awarded no later than 45 calendar days after the grant agreement takes effect (see section 6.5 of the Guide and Appendix A to the Guide). This information is also open access information under the Government Information (Public Access) Act 2009 (NSW) (GIPA Act), which must be made publicly available unless there is an overriding public interest against disclosure of the information.

In accordance with these requirements, relevant information about the grants awarded will be made available on the NSW Government Grants and Funding Finder as soon as possible after the grant funding is approved or declined.

All records in relation to this decision will be managed in accordance with the requirements of the State Records Act 1998 (NSW).

5. Successful grant applications

This section outlines the process for successful grant applicants and lists any associated commitments attached to funding.

For successful applicants, this includes the requirement to enter into a funding agreement with the department and the Fund.

5.1. Funding agreement

Successful applicants will need to complete and sign a Funding Agreement. The Funding Agreement includes: a Terms and Conditions document, and a Funding Specification document.

Applicants must review the Terms and Conditions and Funding Specification before applying. They are available here: Insert link here to T&Cs and Funding Specification templates

The important terms and conditions associated with the funding include, but are not limited to, the following:

• Submitting milestone progress reports and supporting evidence for approval by the department.
• Acknowledgement of the financial support by the NSW Government and the NSW Childcare and Economic Opportunity Fund, in accordance with the Funding acknowledgement guidelines for infrastructure and capital works.
• Termination rights.
• Monitoring and acquittal requirements.
• Applicants will provide evidence of either an increase in licensed places or an increase in enrolments. Evidence requested may include but is not limited to Census data, Service Approval, ACECQA data
• Repayment of unspent funds.
• Being responsible for any project cost overruns – the provider must acknowledge that no additional government funding will be allocated to the proposed project, including where there are cost overruns, and if additional costs arise, they must be met by the applicant.
• Applicants must be compliant with the requirements of applicable land and state laws and regulations.
• Deliver a preschool education program for at least five years from when the project is completed. The licensed places funded by this program must be available to the community for a minimum five-year period from this date.
• Participating in a program evaluation or audit to determine the extent to which projects have contributed to the program objective.

Applicants must not enter into a contract or commence any works proposed in an application until a Funding Agreement has been executed with the department. If you start construction before the Funding Agreement is signed, you do so at your own risk, even if you have been told that your application will receive funding.

The department may refuse to provide funding for projects that have already started before the Funding Agreement is signed. The department will not provide funding for projects that have already been completed.

5.2. Grant payments

Grants are paid in milestones – an example milestone table is below:

Milestone	Payment amount	Project deliverables	Evidence to show completion of project deliverables may include but is not limited to
1	80% of grant award	Funding Agreement completed	Signed Terms and Conditions Signed Funding Specification
		Current insurances in place for the service	Public liability insurance Professional indemnity insurance Workers compensation insurance
		Licensed builder/ contractor engaged	Signed contract and builders’ license and insurances if required
		Any necessary approvals, licenses or regulatory approvals attained	Documents from council that give approval for the works (e.g. DA, CC, CDC) Evidence the Early Learning Commission has been notified of works (form SA12 on NQAITS portal)
		* Step 1 of works schedule (e.g. site establishment, demo)	Photo evidence and invoice(s) Invoices to show the provider co-contribution has been entirely spent
2	20% of grant award	Step 2 of works schedule (e.g. framing, painting and project complete)	Photo evidence and invoice(s)
		Cleaning complete	Photo evidence and invoice(s)
		Final inspection by relevant authority	Occupation Certificate (OC) from council or report from an authority with photos certifying the works
		Updated insurance for the facilities to full replacement value	Copy of the service’s updated Certificate of Currency for building and contents insurance
		Signage to acknowledge funding from the NSW government	Photos of your installed signage (a style guide and approvals will be provided by the department)
		Increase in licensed places	Service approval showing increase in licensed places
		Increase in enrolments	Updated waiting list and enrolment data Census data Notification sent to families advising of the increase in availability Notification to ELC for increasing licensed places if they have been previously reduced

*If you request to waive the provider co-contribution, then Step 1 of the works schedule will be moved to Milestone 2 for cashflow. See section 3.2.2.

Please note the table above is an example, the actual project deliverables will be determined based on your specific project works, schedule and in consultation with your builder and contractors.

5.3. Indicative reporting and acquittal requirements

As a condition of grant funding, successful applicants must comply with project monitoring and reporting requirements during the project, including:

• Attending online meetings with department staff to provide updates on project progress.
• Submitting milestone progress reports and required evidence when milestones have been met.
• Advising the department of scope changes (relating to time, cost and project scope) in writing.
• Providing copies of building reports, contracts, receipts or invoices on request.

At project completion, all successful applicants are required to submit a Final Works Report to the department and complete acquittals through the Early Childhood Outcomes Funding acquittals process.

The department recognises that enrolments or licensed places may not always increase as planned and will not penalise applicants if this occurs due to exceptional and/or unforeseen circumstances. While projects are expected to make all reasonable efforts to meet enrolment and licensed place targets, the department may choose not to recover funding in extenuating situations.

5.4. Project completion

The project is considered ‘complete’ when a completion letter is issued by the department. This signals the final grant payment has been received by the provider.

The project then enters a compliance monitoring phase where the provider will need to complete a financial acquittal for the department, will be monitored for ongoing operations, and may be asked to participate in program evaluation.

5.5. Evaluation

After the completion of the program, the Fund Board will evaluate how well the program met its objective and look for ways to improve future capital investment. This will happen in 2 stages after the program closes.

The first stage will consider the program’s design and processes to identify areas of improvement. Performance measures include effectiveness of project planning and development support, communication and engagement strategy, the assessment criteria and streamlined program features.

The second stage will start after the projects are complete to evaluate the long-term outcomes and benefit of the program.

6. Additional information and resources

6.1. Complaint handling

Complaints will be managed fairly, consistently and in accordance with the department’s complaints management processes. Complaints will be assessed and responded to in a timely and appropriate manner, with applicants kept informed of the outcome where appropriate. The department will advise the Fund Board of any complaints received.

6.2. Access of information

The GIPA Act provides for the proactive release of government information by agencies and gives members of the public an enforceable right to access government information held by an agency (which includes Ministerial offices). Access to government information is only to be restricted if there is an overriding public interest against disclosure.

The NSW Legislative Council has the power to order the production of State papers by the Executive Government. Standing Order 52 provides that the House may order documents to be tabled by the Government in the House. The Cabinet Office coordinates the preparation of the papers – that is, the return to order. The return to order may contain privileged and public documents. Privileged documents are available only to members of the Legislative Council.

Note that documents submitted as part of a grant application may be subject to an application under the GIPA Act or an order for papers under Standing Order 52.

Provide any relevant contact details or other sources of information for individuals seeking information from the relevant agency about the GIPA Act or Standing Order 52.

6.3. Ethical conduct

The department is committed to delivering the grant program in a fair, transparent, accountable and ethical manner. All parties involved in the grant program are expected to act honestly, professionally and with integrity, and to comply with all relevant legislation, policies and ethical requirements.

Applicants must disclose any actual, potential or perceived conflicts of interest and must not provide false or misleading information in connection with their application or the use of grant funding. The department may take appropriate action where unethical conduct, conflicts of interest, fraud or misrepresentation are identified, including withdrawing an offer of funding or requiring grant funds to be repaid.

6.3.1. Conflict of interest management

Applicants and anyone involved in assessing or administering the grant program must declare any actual, potential or perceived conflicts of interest. Conflicts will be managed appropriately to ensure decisions are fair, transparent and impartial.

6.3.2. Confidentiality

Applicants must keep the outcome of their application confidential until the department or NSW Government makes a public announcement, unless otherwise advised. Successful applicants must not publicly disclose details of the grant before the approved announcement date.