General
1. The funding offered is only to be spent on the project/event/items, as submitted to Active Kent & Medway. Any changes must be discussed with Active Kent & Medway, at the earliest opportunity. Spot checks may be undertaken by Active Kent & Medway.
2. The funding must be used to focus on one or more of the following target audiences:
- Lower Socio-Economic Groups (LSEG)
- Culturally Diverse Communities (CDC)
- People with disabilities
- People with Long-Term Health Conditions (LTHC)
3. The recipient organisation is signing to confirm they have a recognised constitution in place.
4. If there are any issues or delays in the project commencing, Active Kent & Medway must be informed as soon as this is known.
Marketing & Promotion
5. Any publicity related to the project/grant should acknowledge that the activity is supported by Active Kent & Medway, where possible. Logos will be provided.
6. Active Kent & Medway may request photographs for use in publicity and promotional materials related to the grant.
7. The Everyday Active Champion should upload the funded activities to the relevant community pages on the Everyday Active website (contact yasmin.hosken@kent.gov.uk if you require help with this).
8. It is recommended that the Everyday Active https://www.everydayactivekent.org.uk/ website is promoted on any publicity to provide information on other sport and physical activity opportunities.
9. Active Kent & Medway supports OpenActive, a not-for profit initiative backed by Sport England, to improve data access in the sport and physical activity sector. Award recipients can also upload their sessions on to OpenSessions to help make it easier to share information about the opportunities. This is not required if:
- you have an OpenActive compliant system in place already (refer to this list here)
- you are not providing sessions that are open to the general public (for example, if they are being provided for a specific cohort of people/service users). Please contact Active Kent & Medway should you require support with this.
10. At Active Kent & Medway, we’re committed to protecting and respecting your privacy and we process your information in line with the Data Protection Act 2018. If your grant has a value over £250 then the amount may be published on the Kent County Council website as part of the Local Government Transparency Code 2014. Organisation names may also be included but no personally identifiable information will be published in this way. We may also seek your consent to publish details of your grant on the websites, social media accounts and printed publications owned and managed by Active Kent & Medway. For further information about how we process your personal information, and your rights, please read our full Everyday Active Grant’s Privacy Policy which is published on our website.
Health & Safety
11. Active Kent & Medway cannot be held liable for any of the activities undertaken by the organisation/individual receiving funding. Where applicable, the organisation/individual is responsible for undertaking a risk assessment of its activities and must ensure that it has adequate insurance cover (e.g. Public Liability Insurance) for these activities.
12. Where required to do so, the organisation is listed on the Ofsted Childcare Register or the Early Years Register, where provision is for children under 8 years old, or under 5 years old, respectively. For advice on this issue please contact Ofsted on 08456 404040.
13. Any equipment purchased as part of the project should be insured against loss or damage, and stored in a suitable, secure area. Equipment should continue to be made available for appropriate use in the future, beyond the life of the funding period.
Safeguarding
14. The organisation must complete the Active Kent & Medway Safeguarding Agreement and submit this online via the link provided.
15. The organisation must have a child protection/safeguarding policy and procedures that all involved in the activity are required to adhere to. Where organisations are working in partnership to deliver activity, agreements must be in place to identify which organisation’s policies and procedures are to be followed. All coaches, staff and volunteers must be aware of these arrangements. For advice on this issue please contact Ofsted on 08456 404040.
16. Coaches, staff and volunteers must be appropriately skilled and qualified to undertake their role in providing the activity.
17. The organisation MUST take measures to obtain appropriate consent for the taking of photographs, for use by both the organisation and Active Kent & Medway, in publicity materials including printed publications and on the internet, including Everyday Active. KCC and Active Kent & Medway photo consent forms are available upon request.
18. The organisation may be required to submit safeguarding policies and associated evidence, on request. Spot checks may be undertaken by Active Kent & Medway to ensure the criteria are being met.
19. The organisation agrees to promote and distribute welfare information to all participants, including any material provided by Active Kent & Medway.
Transport
20. Organisations receiving funding must take measures to ensure that good practice is adhered to with respect to transport arrangements for children and young people accessing projects. Kent County Council/Active Kent & Medway/Child Protection in Sport Unit transport policy/briefings are available on request.
Monitoring & Evaluation
21. The organisation receiving funding is required to provide updates, as requested, during the funding period and to complete a feedback form at the end. A feedback form will be emailed to you and information requested may include:
- Who you have reached
- The impact the project has had on your organisation, participants, and community
- Any challenges and learnings you have from the project
- Details of any further support you may require (whilst further funding cannot be guaranteed, this will help Active Kent & Medway in terms of understanding the types of support required and assist with future planning).
22. Active Kent & Medway may also request support with gathering participant feedback and insight. Where possible, this may involve a member of the team attending a session to talk to deliverers and participants. We will liaise with the funded organisation in advance to arrange this. It will help us to better understand and showcase the great work taking place.
Finance
23. A copy of a recent bank statement (last three months) must be provided to Active Kent & Medway, with the signed award acceptance form.
24. Grant awards will be paid by BACs transfer to the club/organisation via the KCC finance system and can take up to 30 days from the date the BACs details are processed.
25. Evidence of expenditure must be retained. Active Kent & Medway reserves the right to request a breakdown and copies of evidence of expenditure, during and/or at project completion.
26. Kent County Council acting as host agency, reserves the right to withdraw or re-claim part or all of the funding if any of the above conditions or any other specific conditions are not met.
Please contact Active Kent & Medway if you require any help or advice in terms of the conditions of funding or associated paperwork.
