Step 6. Submitting an application - FIFG

These notes are based on applications for funding from the Financial Instrument for Fisheries Guidance (FIFG), which assists the balance between fish stocks and fishing.

For further information on FIFG and the assistance available see the Defra website

For applications to the other three funds - EAGGF, ERDF and ESF - see the relevant sections.

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 fishing industry and related sectors, 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' - showing 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 take 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 assistance 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.

What happens to your applications
Once an application is received, an initial check will be carried out to see if the project is eligible to receive a grant. South West PESCA Ltd or Defra may contact the applicant or their agent to resolve any immediate queries.

If the project is not eligible, the applicant will be told in writing as soon as possible.

If the project is eligible, written acknowledgement of the application will be sent within 10 working days.

Technical appraisal & quality check
Applications that pass the initial check on eligibility, will then undergo a detailed appraisal. This will be to determine whether the project is sound, cost-effective and represents good value for money.

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

An expert group, called a Priority Management Group (PMG) carries out this assessment. The Fisheries PMG is made up of individuals from the public and private sectors, with the practical knowledge of fisheries and relevant background necessary to make a proper assessment.

The PMG - which will meet every six weeks - will then appraise the application. 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 on its approval. The applicant will also be informed at this stage of the likely outcome.

Further work and progress checks
Applications that fail the checks above are not refused point-blank. If the application needs more work, Defra or South West PESCA Ltd will work with the applicant to address any issues raised.

Applicants will also be able to find out from South West PESCA Ltd at any time where their project is in the process.

Copies of the scoring sheets that will be used to help determine which projects should be grant aided are available on request from Defra or South West PESCA Ltd.

Competition for funding
Applicants should remember that there will be competition for the available funding and it cannot be guaranteed that projects will be grant aided or will be awarded the level of grant sought.

Whether a project receives an award will depend on how well it compares with all the other projects in meeting the aims of the scheme. Regard will also be taken of any previous grants that the applicant may have received.

Final check
Once all 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 Objective One partnership and ensuring that projects coming forward from each of the programme's seven PMGs are of a consistent standard and effectively address the programme's 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 a project has been approved, the applicant will be sent an offer letter for acceptance and signature.

The offer letter is a mutual undertaking between the applicant and Defra. It will set out details of the conditions attached to the offer of grant and the agreed performance targets and outputs for the project.

Individual conditions will be attached to the offer letter. Details of general conditions that apply to all grants are available from Defra or South West PESCA.

The applicant will have to comply with the targets and conditions contained in the offer letter along with any details of eligible expenditure to enable claims for grant to be paid.

Acceptance and confidentiality
Once offer letters are received they should be checked carefully. The applicant will have to sign one copy and return it before the project can commence. This should be done within four weeks. After this period the offer would expire, although an extension to this deadline may be possible.

Details of applications will be treated as commercially confidential throughout the assessment stage. However, applicants should note that projects will be assessed by the Fisheries PMG, which includes representatives from the local fishing industry and public bodies.

Once a project has been approved, some details will be made public, including the name of the successful applicant, the amount of grant approved and the nature of the project to which grant has been awarded. In accepting an offer you will be regarded as having given your consent to this.

Modifications to a project
It is possible to apply for modifications to projects once an offer letter has been signed. However, approval in writing must be secured before implementing any variation to the project. Failure to do this could mean any resulting costs associated with the change could become ineligible for grant aid.

Applicants should note that if any changes made to an approved project, without prior approval, might result in the grant award being revised or revoked.

Claiming grants
Detailed guidance on claiming grants will be provided with the offer letter.

All claims must be accompanied by a progress report, otherwise it may not be possible to pay the claim. Claims should also be:

Monitoring
Once an offer of grant is in place, it is important for the project to proceed promptly and within the agreed time frame.

Progress reports are expected every six months and whenever the claim form is submitted. Monitoring of projects by way of visits and meetings will also be carried out, especially where things do not progress as expected.

Projects that fail to meet the conditions set out in the offer letter, to meet the agreed targets or produce the outputs required, may have their offer withdrawn and any grant or part of a grant which has been paid may be recovered with interest.

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