Safeguarding children and vulnerable adults
It is vitally important that all groups working directly with children and/or vulnerable adults have a policy outlining what steps will be taken to safeguard these persons while in your care. This document should be regularly reviewed and made available for all staff, volunteers and members/ participants to ensure they are aware of what to do in the event of concerns arising. Your group should have a named person to ensure that the policy is implemented should any issues arise.
If your group has adopted a policy from a national body (this may apply to some uniformed groups or sports groups), please also tell us how this is implemented locally, e.g who are the designated officer/s for your organisation, what training is undertaken, knowledge and understanding of local referral routes should a safeguarding issue arise.
If you need advice on developing a policy, contact the Norfolk Safeguarding Children Partnership’s Safer Programme which can offer help with making sure your policies are appropriate, and provide training for staff/ volunteers – https://www.norfolklscb.org/people-working-with-children/safer-programme/
DBS (Disclosure and Barring Service) checks have replaced CRB (Criminal Records Bureau) checks. These checks are required for anyone who will be in contact with children or vulnerable adults as part of their role.
For groups that have been operating for over 12 months, the most recent annual accounts should be provided. We don’t want to see a list of every transaction, just a simple summary of income and expenditure under relevant headings – for example, venue hire, transport, raffle tickets etc.
Annual accounts should also show your group’s free reserves (or savings). Free reserves will normally exclude tangible fixed assets such as land, buildings and other assets held for the charity’s use. They also exclude amounts set aside for essential future spending. For example you may have £10,000 in a savings account which has been saved towards a planned project or expected repair. These funds would not be free reserves.
The amount held in free reserves should reflect the particular circumstances and needs of your group – you may have a reserves policy which explains your position. If your group has a large amount of free reserves, we may ask why this is not being used to support your work.
We ask to see a copy of a bank statement from within the last three months for your group’s account to verify the banking details that we will use to pay your grant, if your application is successful. If your organisation is new, a letter from the bank confirming these details will be accepted.
Do we need to send these documents with every application?
We will ask to see new annual accounts when they become available, and we will still need a copy of a recent bank statement to verify your payment details.
But if we already hold copies of your governing documents from other applications made within the last 12 months, there is no need to send further copies unless any changes have been made. We may ask to see updated copies of your policies at intervals to ensure we have current copies on file – it is good practice to regularly review your policies and include a date for next review.
If you’re unsure what you need to send, please contact the NCF Team.