Community Participation and Inclusion Program

Objectives 

The arts play a critical role in the creation of inclusive and vibrant regional communities, in which everyone can participate, belong and thrive.

The Community Participation and Inclusion Program provides funding for projects that support social inclusion and access to arts and culture in regional Western Australia. 

Funding delivered through the Community Participation and Inclusion Program is intended to:

• facilitate participation in arts and cultural activities for people from diverse backgrounds
• encourage the creative expression and development of diverse perspectives and ambitions
• provide opportunities for marginalised communities to strengthen and present their art and culture
• support the production of authentic, distinct creative works that tell Western Australian stories and celebrate diversity
• create arts and cultural employment and career pathways for regional Western Australian artists and creatives from diverse backgrounds
• contribute to social inclusion, wellbeing, cohesion and vibrancy in regional Western Australian communities.

Who can apply?

Applications are open to WA based organisations, groups and individuals.

If you are applying from outside regional WA, you will need to demonstrate the benefits of your project to regional WA communities, artists, creatives, arts or cultural workers, and support from relevant WA regions/communities in your application.

If you are applying on behalf of Aboriginal people, you must provide evidence of:

• significant Aboriginal involvement in the project or activity’s conception, development and implementation; 
• partnerships underpinned by the principles of Aboriginal self-determination and cultural and creative control, articulated via an appropriate agreement such as a Memorandum of Understanding.

It is recommended that the application is submitted by the party taking the lead in managing the project. If successful, this primary applicant will be issued with the contract and be responsible for receiving payment and acquitting the grant.

If you are considering submitting an administered or auspiced grant you must contact the department before commencing your application.

What can I apply for?

How much can I apply for?

Eligible applicants can apply for up to $80,000. The amount requested should be based on:

• the scale and scope of the project
• the time needed to develop the project with relevant people and communities
• the range and number of activities being delivered as part of the project
• the number of regional locations in which the project is taking place
• employment opportunities for regional people, including artists and arts workers.

This program does not fund 100% of your activity costs. You must demonstrate that at least 20% of the project’s income will come from an additional source or your application will be ineligible. 

The project must be completed within 24 months of receiving the funds.

What can’t I apply for?

• International travel
• purchase of capital equipment (including instruments, equipment, software, computers, tablets (iPads) and/or uniforms) above $3,000; and not a critical resource specific to the project/activity being undertaken. The total amount of capital equipment per application cannot exceed $3,000.
• capital works such as construction or purchasing of studios, work spaces or gallery spaces
• activities already funded by Department of Local Government, Sport and Cultural Industries’ culture and the arts grant programs
• activities relating to radio broadcasting
• display, restoration or conservation of cultural and/or historical material
• costs of manufacturing and/or producing prototypes
• fundraising, competitions, prizes and trophies
• the work of State or Federal government departments
• activity that will be academically assessed or any school curriculum-based activity
• facsimiles, genealogical works and histories of local governments, clubs, districts and organisations
• activities related to an individual’s membership in a national organisation
• ongoing staffing costs
• film and television activities such as:
  • the development or production of narrative shorts or features, pilots for television series, mainstream animation e.g. conventional character-based narrative cartoons
  • documentaries, including documentaries on the arts
  • screenwriting activities or script development for film and television
  • stand-alone documentation activities
  • education activities, or activities where members of the public take part, where the main or only artform being used is film, unless it’s in support of an artist’s work.
  • film festivals, unless they support works created by practicing artists.

What will make my application ineligible?

Your application will be ineligible if you:

• do not adhere to support material limits and format requirements
• do not adhere to budget requirements
• start the activity before the eligible start date
• submit an application late
• exceed application limits
• have any key personnel with an overdue acquittal
• are a staff member of the DLGSC (staff of portfolio organisations may apply subject to meeting the Code of Conduct and Secondary Employment Policy)
• request funding that exceeds the funding cap of the program
• apply for activity that is delivered as part of an educational institution’s curriculum or will be academically assessed
• are a Portfolio Organisation of the DLGSC
• are not a Western Australian group, organisation or individual.

When can I apply?

The key dates calendar has application opening and closing dates, activity start dates and draft review deadlines. 

You are encouraged to submit your application before your submission due date to ensure you have plenty of time to allow for technical or eligibility/resubmission issues.  

All times are in AWST (for Perth, Western Australia). 

Processing of grant payments to successful applicants will not start until the grant contract is signed and returned.  Depending on the activity start date, we cannot guarantee notification and/or availability of funding before the activity begins. 

How many times can I apply?

How do I apply?

Please apply using the Online Grants web portal.

More information on how to apply can be found in the application manual.

For your reference, the core application questions are required.

The key dates calendar has opening and closing dates, activity start dates and draft review deadlines.

How will my application be assessed?

Applications to this funding program are assessed by an assessment panel.

All applications are assessed against the 4 criteria:

• Quality
• Reach
• Good planning
• Financial responsibility

Each has a weighting and a subset of dimensions which can be found below.

More information about the dimensions and definitions which have been developed by artists and creatives representing their sector, can be found in the application manual.  You are not expected to address all dimensions and definitions, only those most relevant to your application.

Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.

Quality

Dimensions of quality

Imagination, authenticity, originality, inquisitiveness, excellence, captivation, relevance, innovation, challenge, risk and rigour.

Weighting 25%

Definition

Reach

Dimensions of reach

Diversity, platform, collaboration, leverage, number and growth.

Weighting 35%

Definition

Reach refers to the level and type of impact the activity is likely to have as it relates to the program objectives and priorities. Reach may also be demonstrated by including information that demonstrates the type and extent of community involvement in the activity’s conception, development and implementation; number of participants; potential audience numbers; number of regional locations; and relevant marketing and promotional strategies.

Good planning

Dimensions of good planning

Realistic, achievable, considered, demonstrated research and/or consultation, evaluation.

Weighting 20%

Definition

Good planning refers to the level of consideration given to practically undertaking the activity. Good planning can be demonstrated by, but is not limited to; carefully considered preparation, confirmation of key personnel, a realistic timeline and achievable outcomes, documented research and/or consultation, and a process of evaluation.

Financial responsibility

Dimensions of financial responsibility

Value, comprehensive budget, financial self-sufficiency.

Weighting 20%

Definition

Financial responsibility refers to the sound management of the budget. Financial responsibility can be demonstrated by but is not limited to; efficient use of resources, reasonable expenses, an accurate and comprehensive budget, indication and inclusion of other sources of income where appropriate, and demonstration that the activity goes some way towards self-sufficiency.

Four components of your application

There are 4 components of a grant application: core application questions, project outputs, financial information and support material. Each plays a significant and distinct role in creating a whole picture about your activity.

Core application questions

Your answers to the core application questions should give assessors a concise overview of your activity. Each question has a 1500-character limit. If you need more information on how to prepare your application, please read the application manual.

You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback.

Respond to the following questions with reference to the assessment criteria and program objectives:

Q1. What is the project you are seeking funding for?

Provide a summary of the planned project, outlining the key elements, including creative processes, and where in regional Western Australia the project will take place/which regions are involved. 

Further information can be provided in the Support Material through Unit 2 - Artistic and Creative Materials.

Q2. Who are the key people and organisations involved in the project?

Provide a brief outline, describing the relevance and experience of the key people and organisations/groups involved and the role and responsibilities of each in the project. Explain how they will contribute their skills and expertise to the development and delivery of the project.

Further information can be provided in the Support Material through Unit 1 - Biographies and Profiles.

Q3. Who are the key communities and participants involved in the project?

Provide a brief description of the people and communities you are working with and why. Explain how the project and creative ideas meet the needs and aspirations of the people and communities the project involves. Describe how your project will engage and encourage participation. What are your plans for marketing and promotion of the activity to potential participants? 

Further information can be provided in the Support Material through Unit 4 – Documents of Support and Unit 5 – Marketing and Community Engagement Plans.

Q4. What outcomes will be achieved? 

Explain what you hope to achieve from the project and how it aligns with the program objectives. Include the expected benefits of your project to participants, communities and audiences (as relevant). Consider and describe how you will know whether you have achieved your proposed outcomes.

Q5. What regional employment and professional development opportunities will be created?

Describe any paid work that will be undertaken by regional people to deliver this activity. Also describe any opportunities that will be provided to regional people for skill development. This can include training and/or workshops, work experience placements/internships and any activity in which there is knowledge exchange between organisations, creatives and participants.

Q6. How will you plan, manage and deliver the project?

Provide an overview of how the project will be carried out. Include the stages or steps in planning, developing and implementing your project. Include when and where the key stages will occur and who will be responsible.

Further information may be provided in the Support Material through Unit 3 – Project Planning Material.

Project outputs 

You are required to provide relevant project outputs. An output is a specific measurable thing that is generated by your project. This information will be considered as part of your application and provide further clarity about your project for the assessor. The outputs also provide important data for the department for research, analysis and advocacy purposes. 

You only need to provide outputs for the categories and items relevant to your project.  

If your application is successful, you will be required to report against your planned project outputs in your acquittal report. 

Please contact us if you have any questions.

Financial information

The financial information in your budget helps to demonstrate that all elements of your activity have been considered, thoroughly researched and costed. A good budget also provides confidence for the DLGSC that your activity will be a sound investment for the State of Western Australia.

You should indicate which expenditure items you want the DLGSC to support, and which will be funded from other sources. List those items in the ‘Additional Notes’ section of the application budget page.

If you are registered for GST, you should not include GST in the budget figures. All amounts should be in Australian dollars.

Your funding request is the difference between your expenditure and income from other sources. To ensure this amount is calculated accurately, seek quotes for all expenditure items (whether or not you intend to include these as support material) and include all costs associated with the activity, even if they are supplied in-kind.

For each expenditure or income item you add to the budget, use the notes area alongside the item to explain how it relates to the delivery of your activity and how the cost was calculated. If relevant, include a breakdown or itemisation of costs.

Expenditure

Expenditure items can vary significantly from one activity to another. Any legitimate expense that is eligible can be included in the budget.

Do not duplicate costs in the budget form. For example, if you receive a quote for advertising which includes design, do not add an additional item for design. Simply use ‘advertising’ as the expenditure item, and add a note explaining that the cost includes design.

Make sure you check ‘What Can’t I Apply For?’ for ineligible items.

Eligible expenditure items

Administration

Expenses related to the management and administration of the activity, For example telephone/internet, insurance, postage and stationery. Eligible expenditure items in this category may also include audit costs and accessibility costs (expenditure associated with making your activity accessible to participants or audiences with a disability).

Marketing, promotion and distribution

Costs associated with marketing to your target audience. For example information, promotion and audience engagement activities, advertising, graphic design, merchandise photography, videography, public relations and production of marketing collateral.

Preparation, development, production and exhibition/presentation

Costs related to the remount, production and delivery of the activity or its deliverables, including the costs of presentation and exhibition. Eligible items may include venue hire, lighting hire, set construction, manufacturing costs, recording fees, rehearsal space hire, props and audio-visual costs.

Salaries, fees and living allowances

Expenditure in this category should include salaries, fees and allowances for all key personnel, with separate components itemised in the budget notes. We support appropriate rates of pay for all people involved in your activity. Refer to the following websites for information on industry standard payment rates:

• National Association for the Visual Arts
• Media, Entertainment and Arts Alliance
• Australian Society of Authors
• Australian Writers' Guild
• Museums Australia

If these standards do not apply to your activity then you must outline how reasonable rates have been calculated. For long-term activities, it may be appropriate to pay artists a rate based on a yearly salary for a similar kind of work. If this is the case, you need to clearly explain the rationale for the pay rate in your budget notes. 

All rates should be relative to level of experience.

Please note that organisations, such as Media, Entertainment and Arts Alliance, predominantly provide information on minimum base rates for employees engaged on a full-time, part-time or casual basis. Rates for artists and arts workers engaged as contractors will include a loading to cover the costs of being self-employed. Full-time, part-time and casual rates do not factor in these costs and should not be used when engaging contractors.

Travel and freight

Costs associated with transporting people, equipment or goods. Eligible items may include fares (taxi, airplane, bus etc.), tolls, land or air freight, and vehicle hire.

Income

This program does not fund 100% of your activity costs. You must demonstrate that at least 20% of the project’s income will come from an additional source or your application will be ineligible.

Eligible income Items

Earned income

May include ticket sales, product sales, performance fees and merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.

Corporate sponsorship

List any income received through sponsorship from corporate bodies or businesses. Income received through government funding should be included in the relevant government income category.

Philanthropic donations

May include contributions from fundraising, crowdfunding, donations and bequests.

Australia Council, other Federal Government, other State Government, local government

All grants and funding being sought from Local, State and Federal government, the Australia Council, and other government sources must be included, whether or not this support has been confirmed. If your application is to be assessed by an assessment panel, we will attempt to confirm the status of any pending funding applications directly with the funding body prior to the panel assessment. Do not include DLGSC grant funds being requested as part of this application.

Other income

If you are making a cash contribution, or someone is providing cash to the activity, list this item as a ‘cash contribution’ or similar. Include any other income source that does not fit within any of the above categories and provide enough detail to identify the income source.

In-kind expenditure and income

Some expenses may be offered to you for free or at a discount. This might be borrowed equipment, the use of a rehearsal space, donated or discounted goods or services, volunteers (including yourself), negotiated discounted fees and allowances. Anything given to your project at no expense to you is considered in-kind.

All in-kind expenditure must be included as a budget item under the in-kind expenditure category. The corresponding recognition of in-kind income is created automatically in your online application, and you do not need to enter any in-kind income budget items. The total in-kind expenditure must always equal the total in-kind income.

If, for example, you are hiring a venue, which would normally charge $2000, and you have successfully negotiated an $800 (40%) discount, you would include Venue Hire Fee as a budget item under the expenditure category of $1200 and $800 under the in-kind expenditure category.

Additional notes

This section of the budget provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget. For example, for fees and salaries you can indicate in this section how you calculated your amount.

You should use this section to indicate which expenditure items you want the department to support.

Taxation

The Australian Taxation Office (ATO) considers any grant payment to be taxable income for the purposes of your annual income tax return. If you receive a grant you are encouraged to discuss your tax implications with your tax agent or the ATO.

Registered for Goods and Services Tax (GST)

If you are registered for GST you must show your expenditure items exclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would only show lighting hire of $500.

If you are registered for GST and your activity is funded, the department payment will include a 10% GST component to cover those items on which GST is payable.

Not registered for Goods and Services Tax (GST)

If you are not registered for GST you must show your expenditure items inclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would show lighting hire of $550.

If you are not registered for GST and your activity is funded, the department payment will include the GST component for those items on which GST is payable.

Support material

Support materials are crucial to a successful application and essential to enable assessors to fully gauge the value of your activity.

It is highly recommended you choose support material carefully to create a strong application. Your choice of support material should help to demonstrate the four assessment criteria: Quality, Reach, Good planning and Financial responsibility, as well as how your project will meet the objectives of the program.

There are 7 units of support material for the CPIP, including 3 mandatory items. It is expected applicants will make use of the support material units which best support their application. All units may be used. 

Within each unit there are acceptable formats and limits. You must strictly adhere to these formats and limits or your application will be ineligible. 

Formats that are NOT eligible are: .pages, .zip, .excel, MP3s and .eml (screenshots of emails are accepted).

As an Online Grants portal user, you must upload your support materials with your online application.

If you are submitting audio and/or video files you must upload them to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access.

Do not use Dropbox for any support material.

You can find instructions on how to use these sites at the following links:

• YouTube
• Vimeo 
• Soundcloud 
• Bandcamp 

More information about how to submit your materials can be found in the application manual.

Units of support material

There are 3 units of mandatory support material (Units 1 to 3) which must be submitted as part of your application. Further support material may be submitted through the optional units, provided they adhere to the limits and required formats.

Unit 1 Biographies and profiles – Mandatory

Examples and details of material in this unit:

• Short biographies or profiles for key creatives/artists, personnel or organisations involved. This should include information on the project lead/applicant. (Biographies for individuals should be a maximum of half an A4 page).

Acceptable formats and limits

• Maximum 10 A4 pages (one PDF only, 5MB max per file).

Unit 2 Artistic/creative materials – Mandatory

Examples and details of material in this unit:

• Artistic/creative materials relevant to your project. This may include materials from previous work, or materials which serve as examples for this project.

Acceptable formats and limits

• Maximum 10 A4 pages of text (PDF or Word maximum file size 5 MB per document)
• Maximum 10 images (either one PDF document containing up to 10 images maximum file size 5 MB OR 10 image files maximum file size 5 MB per image)
• Maximum 6 minutes of audio (3 web links max)*
• Maximum 6 minutes of video (3 web links max)*.

*All audio and video must be submitted as web links online. If your video or audio files are longer than 6 minutes in total, you must specify the exact ‘minute markers’ the assessor should start and finish viewing. Links to text or images online are not accepted.

All text must be legible at 100% (10pt min). If text is not legible the assessors will be unable to review the document.

Unit 3 Project planning material - Mandatory

Examples and details of material in this unit:

• A project or activity plan/timeline outlining the proposed development and delivery of the project or activities. 

Acceptable formats and limits

• Maximum 10 A4 pages (one PDF only, 5MB max per file).

Unit 4  Documents of support

Examples and details of material in this unit:

• confirmation of consultation and/or support from the target community/participants and partners
• letters of peer/industry support outside of your activity
• reviews, articles or media reports on your previous work.

Acceptable formats and limits

• Maximum 10 A4 pages of text in a Word or PDF document only (one PDF only, maximum file size 5 MB).

Unit 5 Marketing and community engagement plans

Acceptable formats and limits

• Up to 10 A4 pages of text in a Word or PDF document only (maximum file size 5 MB).

Unit 6 Quotes for major expenditure items/confirmation of fees listed in your budget

Acceptable formats and limits

• Can include emails as screenshots, converted to PDF. For quotes, you can take a screen shot or snip of the essential information and paste on to an A4 page. Links to text and/or images online are not accepted.
• Up to 5 A4 pages of text in a Word or PDF document only (maximum file size 5 MB).

Unit 7 Evidence of risk assessment and planning

Evidence of any risks identified in your project as a result of COVID-19 and how you plan to mitigate these risks. You may also wish to provide information on alternative plans should your proposed project or activity be impacted. For example, consider including a risk management statement or plan if your project includes activities which are impacted by, or could be impacted by, public heath restrictions such as public gatherings. 

Acceptable formats and limits

• Up to 5 A4 pages in a Word or PDF document only (maximum file size 5MB).

Draft review

Applicants to this program can request a draft review when the application is complete. Check the key dates calendar for the draft review deadline date. 

You can request a draft review any time before the draft review request deadline. Only one request for review can be submitted per application. 

You are strongly encouraged to make the request for a draft review well before the deadline to give staff enough time to provide feedback as well as time for you to update your application on receipt of the review.

Contact onlinegrantsupportca@dlgsc.wa.gov.au if you require assistance requesting a draft review in Online Grants.

Acquittal report

If you’re successful you will be required to fill in an acquittal report when your activity has finished. An acquittal report details your activity and how you spent the grant. The acquittal report will be available for you to access in Online Grants once a copy of your signed funding agreement has been received. 

Your acquittal report must be submitted within 90 days of the activity completion date as specified in the funding agreement.

You will need to attach relevant documents, images and videos that substantiate the delivery of the activity and that may demonstrate the impact and outcomes achieved. 

The report will also include your activity budget and you will be required to enter all the actual figures against each budget item and add any additional items not in the original budget. Variations between budget and actual figures are acceptable; however, you must provide an explanation for large variations in the Notes for that item. As you enter actual figures, the activity profit/loss will be automatically updated and displayed at the top of the Financial Information page. 

The funding acquittal report also includes the option to provide feedback to help us to continually review and improve the service we provide.

Assistance for applicants

More information on how to apply can be found in the application manual.

Project officers are available via telephone and email to answer queries about applications and suitability of activities to specific programs.

If you need extra assistance due to disability, language barriers or any other factor that may disadvantage you in completing your application, please contact us.

The advice provided by project officers does not guarantee the success of your application.

Due to the high number of applications received, each funding round is highly competitive.

All applications are considered on their own merits and against the assessment criteria and program objectives.

Contact us

Online Grants portal technical support

For assistance using Online Grants or to report any related technical issues, contact the Online Grants Support Team: onlinegrantsupportca@dlgsc.wa.gov.au

Project officers

For enquiries relating to this funding program, including advice or assistance with your application, contact a project officer:
Telephone 61 8 6552 7400
Toll Free (Country WA callers only) 1800 634 541
Email grantsprogramsca@dlgsc.wa.gov.au

Assistance for people with disability

The department is committed to supporting applicants with disability. Information can be provided in alternative formats (large print, electronic or Braille) upon request.

If you require special assistance in preparing your application, please call 61 8 6552 7400 or toll free for regional WA callers on 1800 634 541.

Family, friends, mentors and/or carers can attend meetings with you.

If you are deaf, or have a hearing or speech impairment, contact us through one of the following:

• National Relay Service (NRS) then ask for 1800 634 541 
• Internet Relay Calls
• Captioned Relay Calls
• TTY users phone 133 677 then ask for 1800 634 541
• Speak and Listen users phone 1800 555 727 ask for 1800 634 541.

Interpreting assistance

For interpreting assistance in languages other than English, telephone the Translation and Interpreting Service on 13 14 50 and ask for a connection to 6552 7400 or 1800 634 541.

Regional applicants

Toll Free (Country WA callers only): 1800 634 541.

Email the project officers: grantsprogramsca@dlgsc.wa.gov.au