Step 6. Submitting an application - ESF

Introduction
All applications for funding - regardless of size, complexity or how many organisations are involved - have to go through the same appraisal process.

The process, which draws on experts from within Cornwall and the Isles of Scilly with practical and technical experience of the sectors involved, is designed to ensure that the funding is properly spent and will support the aims of Objective One.

The process will also provide an 'audit trail' to show in a transparent and accountable fashion how the money has been spent.

The approval process should take no more than 12 weeks from the date when the application is received to an offer letter being sent.

However it may be quicker than that if the application is straightforward, or longer if the application does not contain all the relevant information or is unclear in some way.

Clearly, part of the purpose of the process is to ensure that inappropriate, ineligible or poor quality projects do not get funded. On the other hand, there is considerable help available from within the programme both to help applicants develop eligible, high quality projects which support the aims of Objective One and to offer advice on how to submit an application.

Submitting the application
The ESF application form is only available in electronic format. It can be downloaded from the GOSW web site www.gosw.gov.uk (see the website section on new European programmes) or an application pack including either a disk or CD can be requested from the ESF team at GOSW.

Two hard copies and a disk version of the completed application form should be returned to the ESF section at GOSW who will do an initial eligibility check and acknowledge receipt.

Scoring & qualitative assessment
ESF applications are scored and only those achieving a minimum score of 65% will go forward to the next stage of the appraisal process.

After the scoring, the application is also looked at in terms of its quality and if it meets the overall aims of the programme and the requirements of the specific Objective One priority under which the bid is made.

An expert group, called a Priority Management Group (PMG), makes this assessment. The PMGs are made up of people - from the public, private and voluntary sectors - with the practical knowledge and relevant background necessary to make a proper assessment. There are seven PMGs, including one for each priority.

As well as looking at whether the application supports the relevant priority, the PMG will also assess whether the project can show:

At this stage, the PMG will decide if the project is ready for a recommendation to be made about approval. GOSW will also inform the applicant at this stage of the likely outcome.

As before, if the application needs more work, officers will work with the applicant to address any issues raised. Applicants will also be able to find out from GOSW at any time where their project is in the process.

Final check
Once all the issues have been examined and the technical appraisal completed, the PMG will make a recommendation and forward the application to the Working Group.

The Working Group is the body responsible for making a final recommendation on behalf of the partnership and ensuring that projects coming forward from each of the PMGs are of a consistent standard and effectively address the three "cross-cutting" themes.

Working Group meetings will always include a senior member of each PMG. This will ensure projects are given a fair assessment by a body with members that can bring experience and knowledge of every sector involved in Objective One.

The Working Group - which will normally meet within no more than four weeks of the PMG - will make a final check on the quality and consistency of the application before making a final decision.

The offer letter
Once the Working Group has approved a project, the applicant will be informed within a week at most and an offer letter or contract issued.

This letter is a binding legal agreement. It lays down the terms and conditions under which the grant can be paid. It also stipulates what the project must deliver in outputs and benefits.

Project start
Projects can begin as soon as the offer letter is received. However, it is very important to remember that - in general - Objective One funding cannot be used retrospectively for any costs incurred before the letter was received.

Grants are normally claimed quarterly in arrears using receipts for money spent up front. ESF grant recipients can claim a percentage in advance.

It may also be possible for organisations that do not have the finances to bankroll a project on a quarterly basis to make claims monthly - but only where this has been agreed in advance.

Monitoring of all projects will be carried out by officers from GOSW to check they are on schedule, meeting financial targets and delivering the outputs promised.

This monitoring will be via reports submitted by the grant recipient and by site visits by officers.

It should be noted that grants can be withheld where projects substantially underachieve and grant recipients are obliged to notify GOSW immediately of any major changes.

Profits from projects can be produced up to a level agreed during project appraisal. Where projects produce excess profits, the grant can be claimed back in proportion to the level of grant given.

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