• Program design
• Grants, GST and acquittals
• Program management
• Community coach placement
• Program monitoring
• Research
• Recognition

To assist with the implementation of the Active After-school Communities (AASC) program, participating Australian primary schools and Childcare Benefit approved Out of School Hour Care Services (sites) are eligible to apply for funding to contribute towards the costs associated with program delivery. This can include costs associated with:

• community coach fees
• supervision/afternoon tea (schools only)
• venue hire
• transport of children to and from venues; and
• the purchase of equipment.

A Program Grant Application Form is completed by each site every semester. If a site is registered for GST a Recipient Created Tax Invoice Agreement must be completed with the first application and returned to the relevant AASC Regional Coordinator.

Grant Application Forms are a planning tool and ARE NOT confirmation that requested programs will be delivered in the following term. Confirmation occurs when notification has been received by sites that their grants have been approved. AASC registered community coaches can then be booked by sites, in consultation with their regional coordinators, after they have consulted the recommended coach fee information in the Program Grant Guidelines.

Grants are to be submitted online to the AASC National Team for processing and payment. They are then paid on a per term basis.

User details for logging on to the Online application form are contained in the welcome email sent to participating sites. These should be kept confidential.

Sites will be notified when grant rounds open and access to the application will then be via the online application link and entering the user details when prompted.

Note: Hard copy applications will be accepted where an online application cannot be submitted however, discussions must be undertaken with AASC Regional Coordinators before starting the application process.  

Grant Cycles

Prior to completing a grant application

Prior to completing the grant application process, sites are required to become familiar with the Program Management and Delivery Requirements. Sites must comply with these requirements to be eligible to receive grant funding.

Sites must then meet with their AASC Regional Coordinator to discuss details of the program to be conducted. For new sites to the AASC program these discussions should focus on information provided in the Expression of Interest Form and any changes to the information recorded. Both new and existing sites should then determine the following with their regional coordinator:

• who the site program coordinator will be
• site staff to be involved with the program
• the final number of participants
• the number of sessions per week the program will be conducted
• strategies to promote pathways to community sport and other structured physical activity
• choice of sporting/physical activity program
• potential community coaches for these programs (if possible)
• location of the program (including suitable inclement weather alternative)
• costs of community coaches, supervision (school only), equipment, venue/facilities, transport, afternoon tea and any other associated costs
• overall program costs and the level of funding available through the grants program
• strategies for making the program financially viable if AASC grant funding does not cover the full cost of the program
• strategies for engaging traditionally inactive children
• arrangements for nutritious afternoon tea.  
  

Acquittals

Grant acquittals are an integral part of risk management procedures and provide a measure of assurance that allocated public funds have been spent for their intended purpose.

Sites and organisations are accountable for all grant monies. They are required to provide a declaration that funds have been expended in accordance with all terms and conditions and the program has been delivered as required. The onus of responsibility for the acquittal process lies with each site and organisation, but they are supported through the process by the availability of appropriate information at both the zone and national level.

From time-to-time, sites will not expend total funds allocated, and/or funds spent are not in accordance with the funding agreement. The AASC National Team will initiate invoices for all outstanding monies.

Amendments

AASC sites can request to amend their acquittal after it has been submitted and processed.

Common reasons for requesting an amendment include:

• invoices received and paid by the site after the acquittal has been submitted
• invoices received and paid after the site has been invoiced for residual amounts.

See Program Feedback Form for additional information.

Contact your AASC Regional Coordinator for further information regarding the grants and acquittal processes. 

Change of ownership

When a site changes ownership, there is no guarantee that the site will automatically be accepted into the AASC program. A new Expression of Interest form and selection report need to be completed and approval granted by the relevant AASC Operations Manager.

The original site may not just transfer funding to the new operator. The original site will be invoiced for the funding to be returned.

The new site (once selected), will not be able to participate until the next funding period. Completion of a new grant application will be required and this will fall into the assessment phase for that funding period.