Frequently Asked Questions

For those of you familiar with our application process you will have noticed a few changes in our online application process over the past few months. We are using new online forms. You will find all questions appear on one page but the content of the form is not dissimilar to the old one. Instead of an additional Word document (previously called ‘Part B’), the complete application is online and your Conditions of Acceptance appears at the end of your application form, not as a separate form. To help you with these changes we've updated out FAQs and also provided you with 10 Technical Top Tips.

How do I know if my organisation can apply to Kent Community Foundation?

How do I know which Fund to apply to?

What is the application process?

Top Ten Technical Advice

What supporting documents do I need to send?

How do we use these documents to assess an application?

Why do we ask for photos?

Who should I choose as our referee?

I can’t fill out an online application form, what should I do?

 

How do I know if my organisation can apply to Kent Community Foundation?

Your organisation needs to be a constituted group with charitable objects, a registered charity, Charitable Incorporated Organisation, or a not for profit company (limited by guarantee and not shares). We usually do not fund statutory organisations unless it can be clearly demonstrated that the state in under no obligation to Fund the project. In all cases you will need to have a committee and your own bank account with at least two signatories.

If you are not sure about your eligibility, it is important to contact us before filling out a form.

How do I know which Fund to apply to?

We have a number of Funds, some with very different priorities and others which are similar to each other so we understand it can sometime be a challenge to work out which is best for your organisation. In most cases we can consider your application across all the available Funds you are eligible for. We recommend that if you believe you fit in to multiple Funds to contact us before making more than one application. In any case, you can call the grants team for advice on your application.

 

What is the application process?

Click the ‘Apply’ button to begin the application
To find the fund you want to apply to, visit the current funding round page and read the description of each fund. If you would like to discuss your project with us before filling in a form do give us a call.

Confirm eligibility and submit your email address
You will be redirected to a page and asked to agree to some basic criteria; tick the box to confirm you have read it, enter your email address and click ‘Proceed’.

You will receive an email with a link to the online application form
Shortly after submitting your email address you will receive an email with a link to complete the application online (in your web browser). If you do not receive this email within 30mins, check you junk/spam folder, and then give us call.

Complete and submit your application
Complete your form, saving as you go. Once you are finished click ‘Submit’ at the bottom of the form. You may get a validation message highlighting any missed or incorrectly filled boxes – amend these errors and press submit again.

You will receive a copy of your application
You will receive an automatic email with a PDF of your application attached. It’s always a good idea to read your PDF to ensure all the correct details have been submitted to us. We can amend any incorrect information on our database if you have made an error so don’t panic.

If you do not receive this email within 30 mins of submitting your form, please call us (01303 814500).

Ensure you have sent all supporting documents
You will need to submit all the correct documentation before we can assess your application. This can be sent as an attachment to the application form, as attachments to an email (sent to admin@kentcf.org.uk quoting your application number starting with ‘OGA’), or in the post to our registered office address.

KCF assesses the applications and notifies the applicant of the next step
Following the deadline the KCF Grants Team meets and assesses all applications and if eligible, presents them to a fund/panel. We may well be in contact with you while we assess the application to find out some more information about your proposal.

Some applications may be suitable for more than one of our funds, or be shown to a number of our ‘Themed Fund’ donors. You do not need to submit multiple applications for the same project; we will consider them across our available funds when assessing the application.

Following the panel meeting(s) we shall be in touch with you advising you on the decision made.

PLEASE NOTE: It can take up to 3 months from the deadline date to receive confirmation of whether or not your project/application has been successful and will be funded. Please submit your application allowing enough time before your project is due to start.

For further help filling out your form see our 10 Technical Top Tips

 

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What supporting documents do I need to send?

Constitution or other governing document (identifying your charitable objects and dissolution clause)

Most recent set of annual accounts (draft accounts can be accepted)

A copy of three months recent bank statements

Safeguarding Vulnerable Adults/Child Protection Policy (if applicable)

Quotes for anything in the project budget over £100 (if salaries or similar we will need to see a full breakdown)

Photos of your group in action

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How do we use these documents to assess an application?

We review your latest audited accounts and the group’s sustainability

If a registered charity, we check your accounts and annual returns are filed and up to date. Also, that there have been no delays in doing so.

We confirm you have a bank account with reasonable cash movement

We contact your referee(s) and ask them to complete a reference form relating to the group/charity and the project

We review your group's constitution to ensure it has clear charitable objectives/aims and review the dissolution clause

If you work directly with vulnerable adults or children we ensure that your group/charity has a reasonable policy in place for each

We confirm that any previous grants you may have received from KCF have all been evaluated and monitored. If this has not been done we will request it.

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Why do we ask for photos?

We ask every applicant to send us up to three photos of their group in order for us to show to potential donors to bring the project to life. Of course we realise there are some groups who are not able to take photos; those who deal with vulnerable people and children especially. But for the majority who can, we love to show these to our donors when presenting your application and if you are successful, we can add your project to our website and newsletter to encourage others to give and apply.

All we ask is that you ensure all relevant permissions have been obtained from individuals, their parents or carers for the photos you send us, in accordance with your organisation's safeguarding and media policies. You will be signing to agree this in your online application form.

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Who should I choose as our referee?

Your referee needs to be a professional individual, not directly associated with your group, who has known your group long enough to be able to vouch for its sustainability and competence. They also need to have read your application form and know about the project for which you are applying for funding.

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I'm unable to fill out an online application form, what should I do?

If you need help completing your application for whatever reason we are happy to help. We have a grants team who can offer advice via email, phone, or even in person if you require a little extra help. We can support those with limited or no access to a computer and the internet, or anyone with a disability who may consequently find difficulties in applying.

We understand that sometimes online forms can be difficult for those with sight problems, it may be easier for you to fill out a version of our application form on a word document if this applies to you. Please contact our grants team on 01303 814500 for assistance with this.

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