DEPARTMENT OF JUSTICE, EQUALITY AND
LAW REFORM
GUIDELINES FOR ORGANISATIONS
APPLYING FOR FUNDING UNDER THE
ENHANCING DISABILITY SERVICES
PROGRAMME
FINAL ROUND
APPLICANTS ARE REQUIRED TO HAVE FAMILIARISED
THEMSELVES WITH THESE GUIDELINES PRIOR TO
SUBMITTING AN APPLICATION FOR FUNDING.
GUIDELINES FOR ORGANISATIONS APPLYING FOR FUNDING UNDER
THE
ENHANCING DISABILITY SERVICES PROGRAMME
The Enhancing Disability Services Programme (EDS) is a distinct funding programme
and is part of a Multi-Annual Investment Programme for Disability. The Department of
Justice, Equality and Law Reform now invites applications for funding from voluntary
not for profit organisations working in the disability sector. Please note that successful
applicants will be expected to commence their initiatives no later than January 2009 and
required to complete projects by 31 March 2010.
The information contained in these guidelines is intended to provide general
information on the Enhancing Disability Services Programme to assist applicants
understand the requirements for funding and to complete and submit proposals under
the Enhancing Disability Services Programme. To further assist this process three
public information meetings have been organised as follows:
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13th May 2008 - Glenroyal Hotel, Maynooth (10am – 1pm)
14th May 2008 - Clarion Hotel, Sligo (10am – 1pm)
15th May 2008 – Greenhills Hotel, Ennis Road, Limerick (10am – 1pm)
Applications submitted which are not in accordance with these guidelines, which are
submitted without a detailed project budget or are incomplete will not be considered.
All project proposals must be submitted on the current EDS Final Round
application form. Successful applicants will agree to be bound by the terms and
conditions pertaining to the Enhancing Disability Services Programme. Applicants are
advised that any misleading statements or information (whether deliberate or
accidental), given at any stage during the application process could render the
application invalid.
While every effort has been made in drafting these guidelines to provide as much
accurate information as possible, applicants are advised that the guidelines may be
subject to change from time to time to comply with Government requirements.
These Guidelines relate only to funding available under the Enhancing Disability
Services Programme, for voluntary, not-for-profit organisations working in the
disability sector based in the State.
Section 1: What the Funding is for.
1. This initiative is aimed at disability organisations operating at a
national/regional level and aims to contribute to the development of improved
services for disabled people through:
• promoting the development of collaborative approaches and innovative
linkages between existing infrastructure and new needs;
• improving coordination between disability organisations; and
• enhancing existing structures & developing operational capacity.
2. Funding will be granted to proposals which are deemed to demonstrate an
innovative and cost effective approach to service provision for people with
disabilities and which have the capacity to be mainstreamed in the future. The
Department of Justice, Equality and Law Reform wish to ensure that Enhancing
Disability Services Programme funding is used as strategically as possible to
maximise the added value arising from each project.
3. Priority will be given to applications from umbrella groups or consortia that
have a wide reaching impact and the capability to influence best practice among
all organisations under the aegis of the applicant and across the disability field.
Priority will be given in particular to applications which include some or all of
the following elements:
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A level of innovation, which addresses deficiencies and overlaps in
existing services and promotes new ways of delivering services or
fresh approaches to supporting disabled people.
A focus on transferability, which clearly shows a potential for using
the project learning as a model of good practise for other
organisations.
An emphasis on developing services, which lead to empowerment
and independence for disabled people.
Development of operational capacity.
Promotion of increased mainstreaming and cohesion of services
currently being provided through specific targeted initiatives.
A dimension which focuses on eliminating barriers applying to
people with disabilities, including access to information,
employment, social and cultural activities.
Structural integration plays a key role in the Enhancing Disability Services
Programme. Consequently, Enhancing Disability Services Programme funding will
only be made available to projects that feature partnerships with other agencies on
a long-term basis. This activity can relate to either service delivery or
management resources. In addition, there will also be a focus on innovative
projects relating to either service delivery or management resources.
NB The Enhancing Disability Services Programme funding is not intended for
activities, which replicate current service provision for persons with a disability. It is
essential to identify a variation of approach to existing measures. Furthermore, the
funding is not intended for the adaptation of premises to make them accessible.
Against this general background, guidelines for applicants including terms and
conditions for grant aid under the Enhancing Disability Services Programme are given
overleaf.
Section 2: Who can apply for the funding.
Funding is available to voluntary, not-for-profit organisations working in the disability
sector based in the State. Applications must be made by two or more voluntary
organisations working in partnership on a project. The first named applicant
organisation will be regarded as having responsibility for the implementation of the
project. Only one project application should be submitted giving details of all the
partner organisations. All projects must demonstrate concrete evidence of the
substance of the partner organisation’s involvement, from the perspectives of
financial input and other commitment. A formal letter on headed paper from each
of the partner organisations, confirming their participation in the proposed
project, must be provided with the application. While partnership was promoted
in previous rounds of EDS there will be an even greater emphasis in this round.
Applicants should note that under no circumstances is financing under the Enhancing
Disability Services Programme to give rise to commercial activity or profits. This
means that projects that are mainly based on “outsourcing”, i.e. subcontracting very
substantial parts of project implementation activities to commercial enterprises may not
be eligible.
Details of other funding available (State and non-State) will be a factor taken into
account in selection for grant aid under the Enhancing Disability Services Programme.
Section 3: Applications.
Application forms are available to download on: www.justice.ie and www.pobal.ie
Alternatively, an application form can be obtained by telephoning Pobal on
01 - 4484892.
Application forms in an alternative format are available upon request.
Section 3.1: Timeframe for applications.
Completed applications must be submitted in a sealed envelope marked ‘Enhancing
Disability Services Programme’ and be sent by either registered mail, recorded delivery
or by courier service to the following address:
Enhancing Disability Services Programme
Pobal
Holbrook House
Holles Street
Dublin 2
Applications must be received at the above address no later than 5pm Friday 27th
June 2008. All applications will be date stamped upon receipt and an
acknowledgement sent.
It is the responsibility of each applicant to ensure that envelopes are clearly addressed,
are received on or before the above deadline and that all additional documents requested
are enclosed.
The following cannot be accepted; applications/additional documentation submitted
after the deadline or unrequested amendments.
Section 4: The Selection Criteria.
In selecting proposals suitable to receive funding, and based on the material supplied,
the following criteria will be used:
Evidence of need
• The specific need and requirement for the proposed project in accordance with
Section 1 above;
• The extent to which the proposal will improve services to disabled people in
Ireland and promote equality and participation;
• The level to which disabled people are involved in the assessment of need,
project design and implementation.
Quality of the proposal
• The extent to which the proposal reflects the desired approach set out in these
Guidelines;
• The extent to which the service proposed will add value to existing services
already provided by public or other bodies;
• The proposal is clear and includes attainable and measurable targets and
outcomes, realistic costings and timescales;
• The extent to which the project is compatible with existing national policies on
disability.
• Ability to demonstrate that the project can operate within the specified
timeframe.
Value for money and sustainability
• The overall cost-effectiveness of the proposal and the extent to which it
represents value for money;
• The sustainability of the proposal and its capacity for mainstreaming;
• Strategies for the extraction & dissemination of learning from practice.
Capacity of the applicant
• The experience and track record of the applicant in undertaking work of the type
proposed;
• The financial situation of the applicant and the ability to manage funding at the
level sought.
Coordination, collaboration with other organisations/initiatives
• The contribution and input of each of the respective organisations in the
partnership;
• The level of integration/linkage of the project with other compatible actions or
programmes.
Section 5: Arriving at a list of successful applicants.
No single factor will determine the outcome of any application. Projects that rate highly
against the criteria will also be assessed in terms of a balanced geographical spread of
funding.
Pobal will be responsible for the assessment and appraisal of applications. On
completion of this procedure, recommendations will be made by Pobal to the
Department of Justice, Equality and Law Reform for approval. Following approval, the
Department of Justice, Equality and Law Reform will notify all applicants of the
outcome of their applications. Pobal will then contact the successful applicants
regarding arrangements for the payment of the approved grant. These will include the
offer of a contract, financial transfers and monitoring of performance and expenditure.
The Department of Justice, Equality and Law Reform undertakes to make every effort
to inform applicants (successful and unsuccessful) of the outcome of their applications
within a reasonable time after the closing date for receipt of applications.
Section 6: The level of funding available.
EDS grant funding will have an upper limit of €200,000 per project. Projects will be
expected to commence no later than January 2009 and have a completion date of 31
March 2010.
Funding for the selected projects may be available up to 100% in the case of current
expenditure. Capital expenditure (funds used to acquire vehicles, a long-term asset
or build/improve property) will be deemed ineligible. Any application which provides
evidence of ability to part fund their project will be looked upon favourably. In the case
of successful applicants part funding their projects please note that any contractual
arrangement will be conditional on proof of such funding being available. The
Department of Justice, Equality and Law Reform, Pobal, or agents authorised by them,
also reserve the right to contact third party funders at any stage in relation to their
funding for the project.
One of the key aims of EDS is to encourage synergy both between organisations, and
within organisations. In this latter respect it is intended that organisations would adopt
national and macro perspectives. In order to assist with this aim no single applicant
can put forward more than two applications for Enhancing Disability Services
Programme funding. In relation to a parent organisation with a number of dependent
branches, the parent body can submit a maximum of two applications for the entire
organisation. In any instance where more than two applications are submitted, all
applications will be returned to the organisation/parent body for the selection of the
appropriate two applications.
Section 7: Timeframe for the projects.
Projects will be funded by means of a drawdown of funds to the successful applicants
by Pobal. This drawdown of funds will be subject to agreed targets being met by the
organisation in relation to the project and to the timeframe set out in the individual
contracts being adhered to. Projects will be expected to commence operations no later
than January 2009 and be complete no later than 31 March 2010.
Section 8: Requirements for successful applicants.
Successful applicants will be required to enter into an agreement with Pobal, operating
on behalf of the Department of Justice, Equality and Law Reform, in which they will
accept a number of legally binding undertakings.
(NB: The following is not an exhaustive list.)
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Opening a specific Irish bank account for their project. Payments to
organisations under the Enhancing Disability Services Programme can only be
made directly into this account in the name of the applicant organisation and not
to any individual.
To carry out the project in accordance with the agreed project description and
within the specified timeframe.
To reimburse the funds received if the project is not carried out or if there is an
under spend and to accept the immediate enforceability of Pobal recovery
orders.
To accept auditing, monitoring and evaluation arrangements. Auditing and
other checks maybe carried out by the Department of Justice, Equality and Law
Reform or its agents, Pobal and the Office of the Comptroller and Auditor
General (C&AG).
After every six (6) months of the project, to submit an Interim Report in line
with the format to be supplied.
Within two (2) months of the completion date of the project, to submit a Final
Report in line with the format to be supplied.
To carry out an internal audit of their operation to be submitted with the final
report. This must be signed and approved by a financial expert, accountant or
auditor, independent of the beneficiary and the project.
To include an appropriate evaluation system of the various stages of
implementation of the project and to submit a final evaluation of the project with
the final report.
To mention clearly and prominently on all documents published or circulated or
during any events in connection with the project or in any premises used, that
the project is funded by the Department of Justice, Equality and Law Reform
under the Enhancing Disability Services Programme.
In order to allow costs relating to evaluations and audits to be deemed eligible under the
Enhancing Disability Services Programme, such costs must be built into the project
budget when submitting an application.
Section 9: Costs eligible for inclusion in the project budget.
For costs to be considered eligible, they must be:
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directly linked to the subject matter of the agreement and be provided for
therein;
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necessary for carrying out the project covered by the agreement;
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reasonable and comply with the principles of sound financial management, in
particular value for money and cost-effectiveness;
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incurred during the lifetime of the project;
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incurred and recorded in the successful applicant’s accounts or tax documents,
and be identifiable and controllable.
Depending on the type of project proposal submitted the following costs may be
deemed eligible:
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the cost of staff assigned to the operation of the project, including salaries plus
social security charges and other remuneration-related costs;
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travel and subsistence costs for staff taking part in the project;
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purchase costs for equipment (new or used), provided that these correspond to
normal market costs.
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costs of consumables and supplies;
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expenditure on subcontracting, provided that Pobal, on behalf of the Department
of Justice, Equality and Law Reform, has given advance written agreement for
subcontracting. In this case the successful applicant shall ensure that the terms
applicable to it under the agreement are also applicable to such subcontractors;
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costs deriving directly from the requirements of the agreement including, where
appropriate, financial service costs, e.g. auditing costs for the final report, etc.
Section 10: Ineligible expenditure.
The following costs shall not be considered eligible:
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costs not included in an agreed project forward budget;
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capital expenditure (i.e. funds used to acquire vehicles, a long-term asset or
build/improve property);
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capital investment for profit;
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core running costs of the applicant;
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retrospective funding;
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debts, doubtful debts, provisions for possible future loss or debts ;
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interest owed;
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bank charges for alternative bank accounts other than that set up for the project
(see section 8);
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fines or financial penalties;
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litigation costs;
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inordinate or ill-considered costs;
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notional costs, e.g. lost opportunity
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entertainment expenses and social costs not agreed in the contract.
A project will be deemed ineligible if work commences or a commitment is made
before the applicant has been notified by the Department of Justice, Equality and Law
Reform of approval of the funding and a contract has been signed with Pobal.
Consequently, invoices or certified payments carried out prior to the date of the contract
being signed will not be accepted for payment purposes.
Section 11: Confidentiality.
The Department of Justice, Equality and Law Reform, Pobal and the applicant will
undertake to preserve the confidentiality of any document, information, data or other
material communicated to them in whatever medium, including electronically and
orally, in confidence, disclosure of which could harm the other party.
However, the Department of Justice, Equality and Law Reform wishes to remind
applicants that the information supplied on any application form may be made available
on request, in accordance with the Department of Justice, Equality and Law Reform and
Pobal’s obligations under law, including the Freedom of Information Act (FOI) 1998.
You are asked to consider if any of the information supplied by you in applying for
funding under the Enhancing Disability Services Programme, should not be disclosed
because of sensitivity. If this is the case, you should, when providing the information,
identify it and specify the reasons for its sensitivity. The Department of Justice,
Equality and Law Reform, and/or Pobal will consult with you about such sensitive
information before making a decision on any FOI request received by either or both.
Section 12: Technical and financial controls.
Successful applicants will allow Pobal, the Department of Justice, Equality and Law
Reform and persons authorised by them, appropriate access to the sites or premises
where the project is being carried out and to all documents relating to the technical and
financial management of the project. Access by persons authorised by Pobal or the
Department of Justice, Equality and Law Reform may be subject to the confidentiality
arrangements between Pobal, the Department and successful applicants.
Successful applicants will agree to allow Pobal, the Department of Justice, Equality and
Law Reform or any persons authorised by them, such access as will enable them to
verify the use to which the grant is put in accordance with the relevant Financial
Requirements throughout the duration of the agreement and for five (5) years after the
completion date of funding under the Enhancing Disability Services Programme.
Successful Applicants will have to ensure that any subcontractors accept the same
obligations.
Checks by Pobal and the Department of Justice, Equality and Law Reform or any
persons authorised by them, may be carried out on the basis of documents provided
and/or on the spot.
Glossary
Agreement: shall mean the grant agreement between the beneficiary and Pobal
operating on behalf of the Department of Justice, Equality and Law Reform.
Applicant: shall mean any applicant organisation, who has submitted, or potential
applicant organisation who is considering submitting an application for funding under
the Enhancing Disability Services Programme.
Pobal: shall mean the independent, not-for-profit company engaged by the Department
of Justice, Equality and Law Reform for the purpose of independently assessing and
appraising all applications received for funding under the Enhancing Disability Services
Programme. Pobal will also be responsible for the financial and operational oversight
of all projects selected to receive funding under this scheme. All successful applicants
will enter into a contractual agreement with Pobal, operating on behalf of the
Department of Justice, Equality and Law Reform, prior to any funding being paid to
successful applicants and prior to the project commencing.
Asset: means any item of property that has a monetary value including capital assets
such as equipment and property
Beneficiary: shall mean the successful applicant in receipt of the grant and responsible
for implementation of the project funded under the Enhancing Disability Services
Programme.
Capital Expenditure: means funds used to purchase vehicles, acquire a long-term asset
or build/improve property, which come from the grant allocated to the beneficiary by
the Department of Justice, Equality and Law Reform under the Enhancing Disability
Services Programme.
Current Expenditure: expenditure not capital in nature such as research work, staff
costs, ongoing costs and consumables, etc.
Commercial Activity or Profits: shall mean activity undertaken by the successful
applicant as part of a commercial enterprise or which is profit driven.
Disability: disability in relation to a person, means a substantial restriction in the
capacity of the person to carry on a profession, business or occupation in the State or to
participate in social or cultural life in the State by reason of an enduring physical,
sensory, mental health or intellectual impairment.
Eligible Costs: shall mean costs necessarily incurred for the implementation of a
project. For costs to be considered eligible they must be included in the Projects Budget
and be in line with Section 9 of the Enhancing Disability Services Programme
Guidelines.
Enhancing Disability Services Programme funding / EDS: shall mean the funding
allocated to the Department of Justice, Equality and Law Reform in the Budget for the
support of one-off voluntary sector projects which demonstrate an innovative and costeffective approach to service provision for disabled people and which have the capacity
to be mainstreamed in the future.
Final Report: means the detailed report to be submitted by the beneficiary to Pobal
within two (2) months of the completion of the project giving an account of the project,
how it was completed, its outcomes, impacts, as well as a complete financial report and
audited or certified account of all spending related to the project
FOI: means the Freedom of Information Act which came into force on 21 April 1998
and to which Pobal and the Department of Justice, Equality and Law Reform are bound.
Grant: shall mean the actual amount awarded to a successful applicant as stated in the
agreement between Pobal, operating on behalf of the Department of Justice, Equality
and Law Reform, and the beneficiary under the EDS Programme.
Interim Report: means an un-audited progress and financial report that will be required
by Pobal, operating on behalf of the Department of Justice, Equality and Law Reform,
from the beneficiary at six (6) monthly intervals.
Mainstreamed: shall mean the potential of the project to be integrated or incorporated
into standard service provision and its potential to be adopted by other service
providers.
Notional Costs: shall mean any speculative or hypothetical costs. These costs are not
eligible under the Enhancing Disability Services Programme.
Outcomes: The longer - term impact which can be attributed to an intervention. It refers
to what ensues as the result of an output.
Outputs: The goods and services produced by an intervention.
Project Description: means a detailed explanation of the proposed project for which
funding is being applied under EDS Programme, its aims and purposes, how it is
proposed to proceed with the project to achieve those aims and purposes, expected
outcomes and the impact these outcomes will have.
Project Budget: shall mean all of the estimated or projected costs of the project to be
submitted as Appendix 2 to the Relevant Application form, to include a breakdown of
how estimated costs were calculated.
Recovery Order: shall mean an order issued by Pobal, on behalf of the Department of
Justice, Equality and Law Reform, for the repayment of all or part of the grant awarded
to the beneficiary under Enhancing Disability Services Programme.
Relevant Application Form: means the current application form provided by the
Department of Justice, Equality and Law Reform for the purpose of applying for
funding under EDS Programme Final Round. This application form can be
downloaded from www.justice.ie, www.pobal.ie, or by telephoning Pobal on 014484892. Only the Final Round application form will be accepted.
Subcontracting: means a contract that assigns some of the obligations of the contract
between the beneficiary and Pobal, operating on behalf of the Department of Justice,
Equality and Law Reform, to another party.