Western NSW Workforce Activation Program Guidelines

Each stream has a minimum and maximum amount of funding that an applicant can apply for. Eligible applicants may apply for any or all 3 streams.

Table 1: Grant Amounts

Eligible applicants are strongly encouraged to make a financial co-contribution to their project, however, this is not a mandatory eligibility requirement. Project delivery or viability should not be dependent on co-contributions or other grant funding that has not been secured.

Co-contributions could include leveraging applicant funds as well as funding from other sources including other NSW or Australian government programs.

For stream 3, eligible applicants are encouraged to work with early childhood education and care providers and other stakeholders to develop initiatives.

To be eligible, applicants must be able to demonstrate and provide evidence that they:

• are providing an early childhood education and care service in one of the 3 eligible LGAs, including:
  • long day care
  • community preschool
  • family day care
  • occasional care, or
  • before and after school care
• are a not-for-profit, private or council-run provider of early childhood education and care
• hold an Australian Business Number (ABN)
• have the capacity to increase the number of early childhood education and care placements within their LGA.

Stream 3 applicants

The following organisations are also eligible to apply for Stream 3:

• public or privately owned organisations that are registered under the Australian Skills Quality Authority, including Registered Training Organisations, Private Schools or Universities.

All applicants must have at least $20 million in public liability insurance or be willing to purchase the insurance if the application is successful.

The following types of activities and costs are eligible for funding:

Stream 1 – Improving service delivery

Projects that enable a service provider to increase the availability of early childhood education and care. This may include:

• extending their services by offering additional places in/across the eligible LGAs and maintain the places for a minimum of 12 months
• providing additional transport options to enable more people from surrounding areas to access the early childhood education and care service and support longer service hours
• employing extra staff to assist with operational and administrative functions for maintaining or obtaining accreditation, or service delivery support for extra places or to enable longer hours of operation for the duration of the project
• covering staffing and recruitment costs for activities relating to their proposed project
• covering operating expenses required to increase service hours or placements such as increased rent or utilities  
• purchasing additional resources and equipment required to expand their services
• allowing for additional regulatory or council fees required to support extra places or to enable longer hours of operation.

Stream 2 – Capital works and upgrades

Projects that include capital works necessary for the service to accommodate additional placements. This may include:

• undertaking capital works to modify, renovate, improve or extend existing buildings to expand capacity
• landscaping works, including fencing, shade sails and outdoor play areas and equipment to provide for the additional places
• upgrading, or installing ramps and handrails for accessibility
• making necessary modifications to accommodate children with disabilities.

Stream 3 – Workforce attraction and retention

Projects that will directly contribute to filling critical shortages of early childhood education and care workers. This may include:

• engaging, attracting and relocating appropriately qualified workers to fill vacancies or roles within early childhood education and care provider
• creating or strengthening local workforce pipelines, such as providing training or other services, wrap around support, mentoring and professional development
• supporting the retention of workers in roles with ongoing local workforce shortages.

Projects must be in the LGAs of: 

• Bourke Shire Council
• Broken Hill City Council
• Cobar Shire Council.

Applicants may include up to 10 per cent of the total funding requested for project management and administration. These costs must only be for the delivery of the project and not for core business.

Applicants may also include up to 15 per cent of the total funding requested for contingencies and cost escalations. Where any contingency budget is not fully required, the funding can be used towards other eligible expenditure for the approved project.

Projects should demonstrate the provision of fit-for-purpose, accessible and safe facilities, or increased participation opportunities by increasing accessibility and inclusion by using universal design principles. This applies to both infrastructure projects and service delivery aiming to improve existing accessibility and inclusion to encourage greater participation.

The NSW Government is committed to supporting Aboriginal people and communities to drive local and place-based initiatives and solutions through funded projects. It acknowledges regional communities are unique and therefore initiatives and solutions need to be bespoke, tailored and determined by the local community.

Projects that seek to improve outcomes for Aboriginal people must align with the skills, aspirations and experiences of local Aboriginal communities. Projects must address a demonstrated community need and deliver positive impact on social outcomes for Aboriginal people and communities in regional NSW.

A project will be considered ineligible if it:

• is not located in one of the eligible LGAs
• will not increase the number of early childhood education and care placements within the eligible LGAs
• does not align to the purpose and objectives of the Program.

Funding cannot be used for:

• costs related to upgrades of office and administration areas, or private and personal spaces
• costs relating to the purchase of mobile equipment and vehicles such as boats, trailers, motorhomes, with the exception of equipment or vehicles that are essential to the success of the project
• purchase of land or buildings
• financing, including debt financing
• costs relating to depreciation of plant and equipment
• staff training and professional development costs not directly related to the project 
• business cases or other plans or strategies that are a legislative requirement or core business of the applicant
• funding for ongoing staff or operational costs beyond the scope and timeframe of the funded project 
• non-essential decorative enhancements to a capital upgrade 
• general maintenance, repairs or business as usual activity not directly related to the project
• retrospective costs for the project 
• accommodation and transportation costs for staff working on the project, with the exception of service providers engaged to deliver the project and costs associated with relocating worker/s to address a skills shortage
• project management or contingency costs that exceed the eligibility requirements 
• activities that are not directly related to the delivery of early childhood education and care services
• activities that have already occurred or to reproduce resources that have previously been developed
• projects that have already received a NSW Government grant for the same costs.

Projects must not commence until both the applicant and the department have executed a funding deed.

Eligible applications will be assessed against the following merit-based assessment criteria:

Table 3: Assessment Criteria

Applicants must outline how the project is aligned to the objectives of the Program by demonstrating:

• how the project meets the objectives of the relevant Program stream
• how the project will increase the number of early childhood education and care placements within at least one eligible LGA
• how the project will maximise community benefit by addressing early childhood education and care service needs and reducing service gaps
• how cultural respect and inclusion will be incorporated within the project
• how the project will support vulnerable or disadvantaged sectors of the community
• what additional services are being offered to cater for the needs of essential services staff.

Applicants must outline how the project is deliverable and viable by providing:

• a detailed project delivery plan that demonstrates the project can be delivered within 18 months from the date a funding deed has been executed
• a detailed risk management plan and mitigation strategy
• a summary of the applicant’s experience, capability and capacity to successfully deliver the project
• evidence that the project is sustainable and will continue after the grant period
• evidence they are financially solvent and have no adverse business history, such as current or past bankruptcy 
• evidence to demonstrate the project is cost effective and represents value for money
• a plan to measure project outcomes.

Applicants should apply via Smarty Grants by clicking the ‘apply now' button on the Program’s Grants and Funding Finder Page.

All applications must include:

• a project delivery plan
• a project budget based on quotes or detailed estimates, reasonable assumptions or previous experience with similar projects  
• a risk management plan
• evidence of $20 million Public Liability Insurance in the name of the applicant or willingness to secure the insurance before entering into a funding deed if the application is successful 
• evidence of co-contribution amounts (e.g. letters from organisations) if relevant
• financial statements for the most recent financial year
• evidence of the legal status of the applicant to demonstrate eligibility

Stream 2 specific:

• landowner consent for building works (if relevant)
• development approvals or consents (if relevant), and
• specific plans and quotes relating to capital work projects including compliance with relevant industry standards.

Stream 3 specific:

• for joint applications or projects involving partnerships, details of each partner’s role in the delivery of the project (including letters of support)
• evidence that the applicant has the necessary qualifications to meet any industry standards required to successfully undertake the project. (e.g. relevant registrations and qualifications to deliver training programs).

There will be a requirement for a conflict-of-interest declaration to be submitted with all applications.

Where a conflict-of-interest detrimental to the assessment process is identified (by either an applicant or the Department), the Department will establish mitigation measures, including removing a Departmental official from participating in the application, assessment and/or delivery stage of the process.

The Department will assess all submitted applications against the eligibility criteria identified in these guidelines. Where there is uncertainty or unintended outcomes arising from the eligibility requirements, the Department will take a discretionary approach that, in its opinion, best achieves the objectives of the Program.

Any ineligible applications received will not be considered for further assessment.

The Department will assess eligible applications against the merit-based assessment criteria outlined in these guidelines. The Department may ask applicants to provide additional information to assist in the assessment process.

Subject matter experts and/or technical advisors may be consulted to assist in the assessment of projects. Confidentiality will be maintained throughout the process.

Applications will be moderated and reviewed by an Assessment Panel convened by the Department. Each application will be assessed on its merits and compared to other eligible applications before a recommendation is made in writing to the decision maker. 

The Assessment Panel will consider the relative merits of each application against the:

• outcomes of the eligibility assessment
• outcomes of the merit-based assessment
• any personal, businesses and/or probity issues and risks that could cause reputational or other risk to the NSW Government.

Applicants may be contacted during this step to clarify information provided in their application. The Department will notify applicants if additional information and supporting material is required and the timeframes in which it is required. 

The Assessment Panel may recommend a lesser amount of funding for an application or defer a recommendation pending further information. The Assessment Panel may also recommend specific funding condition(s), where appropriate. 

The Assessment Panel may take other factors into consideration when recommending an application for funding including but not limited to the total amount of funding available, geographical distribution of projects across regional NSW, suitability of a project for other government funding opportunities and alignment with existing NSW Government policies and strategies. 

Advice may also be sought from other NSW Government agencies or other sources (such as probity advisors).

Applications that have been assessed by the Assessment Panel will be considered by the Regional Development Advisory Council (Advisory Council) for review and advice, based on the provisions outlined within the Regional Development Act 2004. The Advisory Council will then advise the Minister on the suitability of the proposed investments under the Regional Development Trust.

The decision maker for the Program is the Minister for Regional NSW. 

The decision maker will review the availability of funds, the Assessment Panel’s recommendations, and the advice of the Advisory Council before deciding which applications to approve. The NSW Government typically receives far more applications than it can support. Applicants are not guaranteed funding even if the application is of high merit. 

Further, even if an application is successful, it may not be funded to the full amount requested.

The decision maker may take other factors into account that may result in an application being considered unsuitable for funding, including issues that could cause reputational or other risks to the NSW Government.

The decision maker’s decision is final in all matters, including:

• the approval of the grant
• the grant funding amount to be awarded, and
  the terms and conditions of the grant.

All applications may be referred to other NSW or Australian Government funding programs for consideration.

Independent probity advisors will provide guidance to the Department on any issues concerning integrity, fairness and accountability that may arise throughout the application, assessment, and decision-making process. This will ensure decisions are made with integrity, fairness and accountability, while delivering value for money for NSW.

Successful applicants will be notified in writing via a Letter of Conditional Offer with Confidentiality Agreement. 

The contracting process will commence after the signed Letter of Conditional Offer with Confidentiality Agreement is returned to the Department. 

The Department is required to publish information about grants awarded on the NSW Government Grants and Funding Finder at nsw.gov.au/grants-and-funding.

Successful applicants will be required to enter into a funding deed with the NSW Government.

To enter a funding deed, successful applicants will be required to confirm project information and provide a copy of all relevant and applicable insurances, project approvals and other supporting documentation relevant to the project or as requested by the Department.

The first grant payment will be made once all required documentation has been provided and a funding deed has been signed by both parties. 

The Department makes no binding funding commitment to an applicant unless and until both parties sign a funding deed. Successful applicants must not make financial commitments for funded activities until funding deeds have been executed by both parties. Projects must not commence until both the applicant and the Department have executed a funding deed.

Grants will be paid via milestone payments set out in the funding deed. Timing and requirements will vary at the Department’s discretion, depending on the scope and risk of the project. Evidence of expenditure will be required to claim instalments and acquit eligible costs.

Successful applicants may be required to submit progress reports to the NSW Government as outlined in the funding deed.

A project variation is required when changes occur in your project compared to what was agreed upon in the funding deed. You should review the Program guidelines to confirm eligibility and understand any requirements for variations. For further information on the variation process for successful applicants can be obtained by emailing gmo@regional.nsw.gov.au

The Department will only consider a variation to a funded project if the following conditions are met: 

• the changes were reasonably unforeseeable and beyond the grantee’s control 
• the changes align with the original objectives of the Program and project 
• the changes meet the requirements stated in the Program guidelines.

If the situation arises where a grant recipient’s project is completed and there are unspent funds remaining from the grant allocation, the Department may require the grant recipient to return the unspent funds.

If the grant recipient requests to use the funds to extend the scope of the project, the Department may assess that request if it aligns to the objectives of the Program. The Department may require the grant recipient to provide supporting information such as revised economic or social impact data.

Successful applicants will be required to submit a progress report as per requirements outlined within the funding deed. The report will require the applicant to provide:

• a completed project budget for approved projects
• a completed project plan for approved projects
• agreed data to support measurement of outcomes from the project.

Completion reports will be required within 30 days of the entire funding allocation being spent and all projects being completed.

Applicants must keep funding decisions and assessment outcomes confidential until announced by the NSW Government or until the applicant is advised that announcement can proceed. Successful applicants will be required to provide a confidentiality undertaking. This means they must keep the outcome of the application process confidential until the NSW Government makes a public announcement.

Upon entering into a funding deed, details about the funding deed may be made publicly available (subject to information which the Department deems to be commercial in confidence).

The applicant agrees not to disclose any confidential information pertaining to the Program application or funding deed without prior written consent of the Department.

Applicants should note the following:

• projects must not commence until the both the applicant and the Department have executed a funding deed
• requests for variations or changes to the project will only be considered in limited circumstances
• all awarded grants will be GST exclusive. If a successful applicant is registered for GST (excluding where a local council is the applicant), this will be applied on top of the agreed grant value when payment is made
• grants are assessable income for taxation purposes, unless exempted by taxation law. It is recommended applicants seek independent professional advice about taxation obligations or seek assistance from the Australian Taxation Office. The NSW Government does not provide advice on individual taxation circumstances
• successful applicants will be required to pay back unspent funds or those funds which have not been spent in accordance with the funding deed
• successful applicants will be required to participate in a program evaluation to determine the extent to which their projects have contributed to the objective of the fund. The evaluation will require applicants to provide evidence of how projects have resulted in a measurable outcomes and benefits that are consistent with the objective of the Fund. The Department will provide advice to successful applicants as to the data the is required and may request additional data during the life of the project.
• any information submitted by an applicant may be used for promotional material prepared by the NSW Government, if the applicant is successful
• the NSW Government may choose to publicly announce funding for individual applications. It may also use non-identifying information provided in the funding deed to develop case studies
• all recipients of NSW Government funding must acknowledge this financial support as per the Funding Acknowledgement Guidelines for Recipients of NSW Government Grants available at nsw.gov.au/branding/sponsorship-and-funding-acknowledgment-guidelines.  
• the department reserves the right to undertake an audit of grant funding within a period seven (7) years from the signing of the funding deed
• applicants must advise the Department of any changes to their legal status and of changes or delays to their project

Frequently Asked Questions and other resources to assist with applications may be updated regularly at nsw.gov.au/grants-and-funding. The Grants and Funding Finder should be considered the authoritative source of all Grant information. 

Representatives from the Department can assist applicants to develop strong applications. Please contact regionaldevelopmentroadmap@regional.nsw.gov.au for more information and support and for a referral to your local Economic Development Manager.

Please check with the Department prior to submitting if you are unclear about any part of the application. Applicants should seek advice from their legal, business and financial advisers to determine the suitability of the funding before applying.

Any concerns about the fund or individual applications should be submitted in writing to regionaldevelopmentroadmap@regional.nsw.gov.au. If you do not agree with the way the Department handled the issue, you may wish to contact the NSW Ombudsman via ombo.nsw.gov.au.

Applicants should be aware that information submitted in applications and all related correspondence, attachments and other documents may be made publicly available under the Government Information (Public Access) Act 2009 (NSW). Information that is deemed to be commercially sensitive will be withheld. 

The Government Information (Public Access) Act 2009 (NSW) makes government information accessible to the public by: 

• requiring government agencies to make certain sorts of information freely available
• encouraging government agencies to release as much other information as possible
• giving the public an enforceable right to make access applications for government information
• restricting access to information only when there is an overriding public interest against disclosure.

Applicants must not participate in any anti-competitive conduct.

It is a condition of the Program application process that no gifts, benefits or hospitality are to be made to any department/agency employee at any time. Any inducement in contravention of this condition may result in an applicant’s proposal not being considered.

The Department may, in its absolute discretion, and without limiting any other right which the Department may have, do all or any of the following at any time:

• require additional information from an applicant
• change any of the requirements of these guidelines
• alter or vary any process, procedure or timing related to the grant opportunity, including any process, procedure or timing regarding the consideration or the evaluation of any proposal or all applications
• suspend or terminate the grant opportunity
• negotiate with one or more preferred applicants without prior notice to any other applicant
• terminate any negotiations being conducted with any applicant
• readvertise for new applicants
• consider any non-conforming application
• terminate further participation in the grant opportunity by any applicant for any reason (including where the applicant has engaged in conduct that might cause reputational damage to the NSW Government, or if the Department reasonably considers an application to contain any false or misleading claims or statements)
• not proceed with any funding deed, or
• proceed with a funding deed in ways not contemplated in these guidelines.

All intellectual property rights in these guidelines remain the property of the Department. Applicants are permitted to use these guidelines for the purpose of preparing an application only, and if successful, managing grant expenditure in accordance with these guidelines. Applicants must not use these guidelines, or any information contained in these guidelines for any other purpose.

Applications and information submitted in response to these guidelines may be used by the Department for promotional material if successful, unless otherwise agreed between the applicant and the Department. The applicant agrees that the Department may make copies and reproduce applications for any purpose related to the grant opportunity. In addition, the Department will retain (electronic and hard) copies of all applications.

These guidelines are not an offer, recommendation or invitation by the Department in respect of any contract or commitment and are subject to a funding deed being fully executed by the parties involved.

The Department may, in its absolute discretion, issue an addendum to these guidelines. In each case, an addendum becomes part of these guidelines.

Information in this publication is provided as general information only and is not intended as a substitute for advice from a qualified professional. 

The Department recommends that users exercise care and use their own skill and judgment when using information from this publication and that users carefully evaluate the accuracy, currency, completeness, and relevance of such information. Users should take steps to independently verify the information in this publication and, where appropriate, seek professional advice. 

These guidelines are subject to change at any time at the sole discretion of the Department.