Outdoor Learning Wales (OLW) Projects
Guidance Notes
OLW Projects are designed to support the work of OLWNetwork Groups working in local communities to promote the overall objectives of OLW.
The following Guidance Notes are intended to inform constituted OLW network groups about making a successful bid for funding.
They should be read in conjunction with the application form.
1What funding is available for OLW Projects?
Natural Resources Wales provides funding for specific activities undertaken by OLWNetwork Groups.
2Who is eligible?
Only OLWNetworkGroups that have a written constitution, completed and returned their annual OLW administration form and have their own OLW named bank account can apply to the fund. The bank account should have the same name as the network group i.e. xxxx OLWNetwork Group.
3What are the aims of delivering an OLW Project?
To support the work of local Network Groups in their communities with activities which enhance the overallaim and objectives of OLW.
4What are the limitations?
This is a challenge fund, which means that applicants will be competing for a limited amount of money in any one year. Projects with additional or match funding in place would be given priority. The maximum amount that can be claimed in a single application is £2000 and the minimum is £200. Exceptional applications of more than £2000 will be considered on an individual basis.
5How to apply
Project ideas must be agreed at local level and minuted at two separate network group meetings. Natural Resources Wales Education and Skills staff supporting the group need to be kept updated with project progress. Applications for funding should be made through the network group via the online application form on the website.
6How will applications be assessed?
Applications should be completed and submitted for the OLWCoordinator to consider 2 weeks prior to the closing date. Applications can be refused at this stage. A printed and signed copy of the application with all the supporting documents should be sent to the OLWAdministrator, Mrs Rachel Lucas, c/o the Field Studies Council Head Office at Preston Montford. An assessment panel set up by OLW will then consider applications, make recommendations and a final decision over funding. This process normally takes 4-6 weeks.
7How often can bids be made?
There are normally two bidding rounds each year depending on availability of funding. The deadlines are normally 1st February and 1st October. Additional funding windows will be advertised via the website, Facebook group, Twitter feed and monthly bulletin.
Only applications that are date sensitive will be considered outside of these bidding rounds. The fund would not expect to receive two applications from the same network group in the same round.
8What sort of activities will attract OLW funding?
Activities which progress the aims of OLW include:
- training for educators
- educational sessions and visits with “hands on” learning opportunitiesfor all age groups
- practical community projects
- case studies about sustainable natural resource management or use
- development and production of materials for educational use
9But isn’t that what Network Groups are already doing?
Network Groups will need to identify new or more effective projects that require resources,for which they are confident that they will be able to deliver and complete.
Network Groups should think imaginatively!
Ideally projects should be innovative and not the continuation of an existing one.
Projects that introduce proven practice to a new geographical area or new client group will also be considered.
Projects should have a clear delivery model with a start, middle and end to the project.
The OLWLarge Project represents a substantial opportunity to expand and extend the OLW’s work. Remember, up to £2000 can be applied for in a single application.
10How are financial details recorded in the application form?
First, the project costs are itemised; these are the cash payments that will be made during the project and can include payment for specialised services. Additional/matching funding is itemised; these are the sources and amounts of money already secured or promised at the time of application or “paid for time”. Evidence of money already secured or promised should be submitted with the application (e.g. letters from sponsors). Volunteer effort (where it can be specifically identified) and support “in kind” should also be listed.
11What project costs are eligible in the application?
These will usually include such things as hire of people (e.g. project leaders, session deliverers, relief teachers, advice, training for which a maximum daily rate of no more than £200 will be accepted), hire or purchase of materials, machinery or services, design and printing of materials, and publicity for projects. But applicants will be encouraged to think imaginatively about new ways to expand and extend OLW’s work, and Network Groups should feel able to explore a wider range of possibilities. The two key points are that the project costs must be clear and identifiable items of expenditure for which receipts will be available; and that the costs are essential for the success of the project. The OLWLarge Project will not fund the administrative costs of OLW or of Network Groups, except where these are an integral and essential part of the project.
12What aboutadditional / matching funding?
The OLWLarge Project is intended to help secure additional / match funding (particularly from the private sector), so there will be a presumption in favour of projects that have higher levels of match funding. Additional / match funding will usually include sponsorship, fundraising and grants and donations. It can also include “in-kind” support (see below). It cannot include any source directly or indirectly funded by the Natural Resources Wales (this includes NRW staff time or materials). Funding from other Government Departments or agencies may be counted towards match funding, but may not, when added together with the OLWLarge Project funds come to more than 50% of the total project costs.
13How can “In-kind” support be counted as matching funding?
The value of “in-kind” match funding in the form of donations of materials, equipment or services (including specialised and professional services) must be quantified and supported by letters on headed paper, signed by a member of staff of the organisation providing the service or goods. The “in-kind” contributions must be specifically for the support of the project in question. “In-kind” support should not normally make up more than 25% of the total of match funding.
14What about volunteers?
“In-kind” contributions may include voluntary work, where this can be properly valued, such as a volunteer providing a specialised professional service. Otherwise, adult voluntary labour can be counted at the value of £80 per person day, or £10 per person hour. Records must be maintained of the hours worked by named volunteers.
15When will payment be made?
Payment will normally be made to you as soon as your project has been finally approved, so long as we have all the information required i.e. meeting minutes, confirmation and written proof of additional / match funding. You will need to submit an invoice for payment.to the OLW Fund Manager:f up to £2000.
This will normally be paid in full, in advance but OLW has the option to pay in instalments throughout the project delivery and request progress reports.BACs payments will be made directly into the Network Group bank account.
15What about accounts and the project report?
Successful applicants will be required to keep accounts of all items of expenditure and income for their project. Within six months of project start date as per the online application form the project lead (s) will be required to submit a project report to the OLW Coordinator. If the project has not been completed within the timeframe a brief interim report will be required with a full project report on completion. A final report form will be sent to you with your approval letter and is available on the website. The full report will supply an account of the project’s outcomes together with a simple statement of the final income and expenditure. These accounts will be subject to sample audit. If for any reason the project does not take place or you fail to submit the final report, you will be required to return the funds (or part of it if the project has been only partially completed). You must also upload the completed report to the OLWwebsite.
16Seeking Advice
You are expected to consult your local NRW Education and Skills staff about your project for advice and guidance in putting your application together. Applications will not be accepted from network groups who have not consulted fully with theOLW Coordinator.
OLW Coordinator: Karen Clarke, NRW Area Office, Rivers House, Fortran Road, St Mellons, Cardiff, CF3 0EY,
Tel: 0300 065 3609 email: