Supporting Small Business with Apprenticeships and Traineeships Program

2017 Guidelines

These guidelines are to be used by organisations applying for funding under the Supporting Small Business with Apprenticeships and Traineeships Program.

LODGEMENT OF APPLICATION

All program documentation, including application forms can be downloaded from www.skills.tas.gov.au/funding/supporting_small_business

The application form and supporting documentation must be submitted by e-mail to smallbusiness@skills.tas.gov.au prior to the closing time in the manner described in these guidelines.

ENQUIRIES ABOUT THIS PROGRAM SHOULD BE DIRECTED TO THE CONTACT OFFICER

Susan Bayly-Stark: (03) 6165 6034 or susan.bayly-stark@skills.tas.gov.au

ISSUE DATE

14th January 2017

CLOSING TIME

5:00 pm Australian Eastern Daylight Time (AEDT) on Friday 10 February 2017

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Contents

1. Program Overview......................................................................................................................2

2. Program Objectives....................................................................................................................3

3. Scope.......................................................................................................................................... 3

3.1. What is eligible for funding?............................................................................................4

3.2. What is not eligible for funding?......................................................................................5

3.3. Key Dates..........................................................................................................................5

3.4. Program Budget...............................................................................................................5

3.5. Funded Projects...............................................................................................................5

3.6. Relevant Legislation and Policies......................................................................................6

3.7. Applicant eligibility...........................................................................................................6

3.8. The Application Process...................................................................................................7

3.9. Supporting Documentation..............................................................................................7

3.10. The Assessment Process...............................................................................................7

3.11. Selection Criteria.......................................................................................................... 8

3.12. Selection Process..........................................................................................................9

4. Arrangements for Successful Applicants..................................................................................10

4.1. Grant Deeds................................................................................................................... 10

4.2. Restrictions.....................................................................................................................10

4.3. Payments........................................................................................................................11

4.4. Goods and Services Tax..................................................................................................11

4.5. Reporting Obligations.....................................................................................................11

4.6. Acknowledging the Department of State Growth..........................................................12

4.7. Withdrawal of Grant...................................................................................................... 12

5. Advice for Applicants................................................................................................................13

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Supporting Small Business with Apprenticeships and Traineeships 2017

1. Program Overview

Supporting Small Business with Apprenticeships and Traineeships is a Tasmanian Government budget initiative to encourage and support small businesses to employ apprentices and trainees either directly or through group training arrangements.

This program will make it easy for small businesses to employ an apprentice or trainee. A panel of appropriately skilled organisations/individuals will be established who will be able to provide individualised services to eligible small businesses to assist them in employing an apprentice or trainee.

These services include:

Arranging business advice which will assist the small business to make a judgement as to whether the business can support an apprentice or trainee.

Assessment of the best apprenticeship or traineeship option to support the small business (qualification and full time/part time/school based).

Assistance with determining the job role of the apprentice trainee and selection criteria for recruitment.

Assisting the employer to select an appropriate RTO and develop a plan to adequately provide and support required training and meet all training contract requirements.

Recruitment of an apprentice or trainee. Liaising with an Apprenticeship Network Provider to arrange signing of the training

contract and the employment of an apprentice or trainee. Provision of mentoring and support to the employer and apprentice or trainee from

induction to completion of the first twelve months of the training contract or the date of completion of the Approved Purpose of the grant, whichever is earlier.

The Tasmanian Government has allocated a total of $600,000 to this initiative over the 2016-17 and 2017-18 financial years.

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2. Program Objectives

The Supporting Small Business with Apprenticeships and Traineeships initiative aims to encourage and support small businesses in Tasmania to employ apprentices and trainees. The program will reduce red tape and make it easy for small businesses to firstly employ an apprentice or trainee and secondly work with them to achieve a successful outcome.

This objective will be achieved by selecting a panel of suitable providers that small businesses can use to access services they require to take on an apprentice or trainee suited to their business and be supported to maintain the apprenticeship or traineeship successfully.

This initiative should increase employment opportunities for individuals in small businesses and build small businesses’ capability to continue to engage and support apprentices and trainees.

3. Program Scope

This section outlines the Department’s requirements for the delivery of the Supporting Small Business with Apprenticeships and Traineeships Program.

Providers will be required to:

Ensure that applicant small businesses meet eligibility requirements. Publicise the service to be offered under the program. Establish working and referral relationships with Business Tasmania and Enterprise

Centres, Apprenticeship Network Providers and other relevant agencies or organisations. Provide one or more of the following services, as appropriate, for each eligible small

business:o Liaise with the Enterprise Centre Tasmania network on behalf of the small business to

arrange for a skilled and experienced business advisor to assist the small business with business planning. This process will assist the small business to make a judgement as to whether the business can support an apprentice or trainee. Note small businesses are entitled to five hours of free advisory services per calendar year through Enterprise Centres. Where required additional advisory hours can be negotiated and funded under this Program.

o Work with the small business to assess the best apprenticeship or traineeship option to support the small business (qualification and full time/part time/school based).

o Assist the small business to determine the job role of the apprentice trainee, select an appropriate RTO and plan how the business will support required training.

o Work with the small business to develop selection criteria for recruitment.o Recruit the apprentice or trainee in conjunction with the small business.o Liaise with an Apprenticeship Network Provider to arrange signing of the training

contract and the employment of an apprentice or trainee.o Provide mentoring and support to the employer in the first twelve months of

employment of an apprentice or trainee or the date of completion of the Approved Purpose of the grant, whichever is earlier. The capacity of small businesses to engage with the apprenticeship/traineeship system should be developed as part of this project.

o Provide mentoring and support to an apprentice or trainee from induction to completion of twelve months of the training contract or the date of completion of the

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Approved Purpose of the grant, whichever is earlier. This may include arranging training or referral to appropriate programs, agencies or organisations.

Delivery expectations

Respond to small business applicants within 48 hours (business hours). Tailor services to the business’ needs, ensuring services are relevant and useful. Deliver services in a professional manner. Deliver services to all eligible applicants. Deliver services at a place of convenience to the business. This may mean travelling to the

business’ location or an agreed meeting place or holding a meeting using online technologies such as Skype. Telephone only services are not permitted. Providers are not expected to travel outside of their nominated region(s).

Ensure that services are provided according to a timetable agreed with the employer. It would be expected that services up to the employment stage should normally take no longer than 3 months.

Undertake induction into the workplace with the apprentice/trainee and small business owner at the commencement of employment. Make face to face contact with the apprentice/trainee and the employer at the end of the first and second weeks; thereafter monthly unless requested.

Provide mentoring and support as negotiated with the employer. Provide mentoring and support to the apprentice/trainee as agreed. Refer apprentices, trainees and employer to appropriate support agencies if required.

Small Business Eligibility

To be eligible to participate in this program small businesses must: be based in Tasmania; and have less than 20 employees.

Small businesses that do not have any apprentices or trainees currently will be able to access the full range of services.Small businesses that already have apprentices and trainees and are seeking to employ an additional trainee or apprentice may access one of the services.

3.1. What is eligible for funding?

Project funds can only be expended on costs directly associated with the delivery of the specific services. These must be identified using the budget template in the Application Form. This can include:

• The cost of delivering the required service within a region or industry (hours allocated to each service to be specified). This cost can include:⁻ Wage and administrative costs ⁻ Project-related travel.⁻ Production of promotional material.

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3.2. What is not eligible for funding?

The Program will NOT make grants in the following instances:

Where the service to be provided is funded or eligible to be funded from any alternative government source.

For the purchase of property, plant and equipment including computers, mobile phones and vehicles.

Purchase of software. Property overheads. Recurrent administrative, infrastructure and other organisational costs. Where the activity is already funded through another mechanism. Insufficiently defined items, e.g. ‘contingencies’, ‘sundries’ or ‘miscellaneous items’.

3.3. Key Dates

Public notices: 14 January 2017

Submissions open: 14 January2017Webinar 1 - Tuesday 17 January 2017 (2.30pm -3.00pm)Webinar 2 - Tuesday 31 January 2017 (2.30pm -3.00 pm)

Closing date for submissions: 10 February 2017

3.4. Program Budget

The Tasmanian Government has allocated a total of $600,000 to this initiative over the 2016-17 and 2017-18 financial years.

This program supports the Tasmanian Government’s Investing in Skills for Growth policy and the Department of State Growth’s Ministerial Priorities for Training and Workforce Development.

3.5. Funded Providers

The Grant Deed which serves as a funding agreement will set out the terms and conditions of the grant funding and all successful Grantees should read the Deed carefully prior to execution of the agreement to understand their obligations, rights and responsibilities under the Deed.

The details of all successful applicants, including the amount of the grant they receive, will be publically available at www.skills.tas.gov.au/funding/supporting_small_business.

Each application will be assessed on its merits against all other applications received.

Skills Tasmania historically receives significantly more applications for funding programs than it has been able to support. This means some applications may not be able to be funded.

Applications that meet the criteria to the strongest degree will score most highly.

Funding will be allocated across three Tasmanian regions (South, North-East and East; North West and West).

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3.6. Relevant Legislation and Policies

Treasurer’s Instruction 709: Grants Management Framework (TI709) underpins all Tasmanian Government grants. An overview of TI 709 is provided at http://tinyurl.com/TI709 .

Management of personal information is in accordance with the Personal Information Protection Act 2004. Information provided to Skills Tasmania is subject to the provisions of the Right to Information Act 2009. You can view these Acts in full at www.thelaw.tas.gov.au.

Skills Tasmania will respect the privacy and confidentiality of any application information directly related to the business activities of the nominated grant recipient.

3.7. Applicant eligibility

To be eligible to apply, applicants must:

i. Be a sole trader, partnership, company, trust or an incorporated organisation that must not be under external administration or have had applications for orders to appoint liquidators or provisional liquidators or provisional liquidators, or to wound up or dissolved, or any other action related to insolvency.

ii. Have an Australian Company Number (ACN) or an Australian Business Number (ABN);iii. Be based in Tasmania, or proposing to be based in Tasmania for the duration of this

project. iv. Be registered for goods and service taxv. Have certificates of currency for: workers compensation, $20m public liability and $5m

professional indemnity insurance. (Note: the Professional Indemnity Insurance must remain current for a 6 year period after the date of completion of the Approved Purpose).

vi. Be able to commence delivery of the program between mid-March and mid-April 2017.

All applicants must be able to meet the objectives and outcomes of the grant program, as per item 6 (e) of TI709. Thus, prior to lodging, applicants must ensure that activity meets the following mandatory eligibility criteria.

The project must take place in Tasmania and service the Tasmanian community. The applicant must meet the identified criteria. The applicant must abide by the submission instructions in the Application Form. The applicant must complete the itemised budget template. The applicant must respond to all questions in the application form, and ensure that all

mandatory eligibility criteria have been met and are checked.

Applicants may nominate one or more regions using a preference scale of 1 -3 with 1 being the most preferred region. Applicants should only nominate a region which they are prepared to accept if successful.

Ineligible applicantsApplications will not be accepted from:

A Tasmanian, Australian or Local Government agency or body.

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Organisations contracted or funded by the Australian Government in relation to employment and/or apprenticeships and traineeships. e.g. JobActive agencies and Apprenticeship Network Providers.

Organisations that have had outstanding obligations in relation to previous Tasmanian Government contracts or grants.

3.8. The Application Process

The application process will be open for four weeks, from 14 January 2016 and close on 10 February 2017. Applicants should ensure that they meet all mandatory eligibility requirements prior to lodging. Where mandatory criteria are not met, the application will be deemed ineligible and will not be assessed or considered for grant funding.

All applications must be submitted by the due date and meet the following requirements:

Each application must be submitted as a separate e-mail. Multiple applications included in a single e-mail will not be accepted.

The completed application form must be saved in Word format – using the below naming convention – and sent electronically to smallbusiness@skills.tas.gov.au.

Your application must be saved in the prescribed format and e-mailed with the same name as the subject header:

i. The preface SBATii. The name of the lead agency of the application;

iii. The proposed project title, separated by a hyphen.

Thus, your filename and subject header should look like (for example): SBAT – Organisation Name – Small Business Apprenticeship and Traineeship Project.

3.9. Supporting Documentation

Applicants may attach any relevant material to their application in relation to the selection criteria. This may include, for example, data or research that supports proposed service delivery models; successes of similar programs or activities; copies of MoUs or contractual arrangements with project partners that address potential risks or highlight working relationships. Letters of support are welcome, but please remember that any such letters need to be explicitly relevant and offer detail in relation to the proposed services. Those that are generic in nature are generally of little value.

While there is no limit on the amount of supporting documentation that can be supplied, applicants should note that assessors will be looking for evidence in relation to the selection criteria and superfluous material should be avoided.

3.10. The Assessment Process

All applications received will be assessed according to TI709, item 6 (b) where all applications are assessed in an open, transparent and consistent manner; and item 6 (d) where grant funds are allocated in accordance with publicly available eligibility and selection criteria.

Applications will be considered on the basis of information provided at the time of application. Applicants will not be permitted to modify or amend their application or supply additional

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information after the application closing date. However during the assessment process applicants may be contacted by the Department to provide clarification of their proposals.

Applicants that meet the program’s eligibility requirements will be assessed through a three-stage process consisting of:

1. An initial merit assessment of applicant responses against the selection criteria.2. A selection panel review of recommendations based on the initial merit assessment.3. A final ranking of applications, funded to the total program value available.

All applications must meet the minimum standards set out in the mandatory criteria to be considered eligible to receive grant funding. Preference will be given to applicants that can deliver a range of services.

Applicant should note that in assessing the strengths and weaknesses of each application the Department may seek additional information from Australian, State or Territory agencies, local government authorities and any other appropriate agency or person that the Department considers necessary or helpful to assess the application.

3.11. Selection Criteria

There are five selection criteria of equal weight. Applications that include examples, evidence or demonstrate deeper understanding of an issue will result in higher scores. Applications that do not include such detail, or where the information is unclear, invalidated or incomplete will score lower.

The five criteria are:

1. Experience in working with small businesses in the nominated region/s

The applicant must be able to demonstrate:

an understanding of the small business sector in the nominated region and associated potential for employment of apprentices and trainees;

an evidence base that reasonably supports the potential number of small businesses and potential apprentices or trainees applied for in this application.

recent successful experience in working with small businesses to determine business need, recruitment and support and mentoring.

2. Demonstrated knowledge of the apprenticeship and traineeship system

The applicant must be able to demonstrate:

Knowledge and understanding related to the employment of apprentices and trainees and the obligations of all parties to the training contract

Knowledge of the roles of organisations involved in the apprenticeship and traineeship system.

3. Ability to deliver the required services.Applicants are required to demonstrate their organisational capacity, knowledge, skills and capability in providing services as outlined in Section 3 –Program Scope of this application.

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This may include details of any partnership arrangements. Applicants should reflect on their understanding of the issues small businesses may have in relation to employing apprentices/trainees and how they will tailor services to address these.

4. Project Plan

Applicants are required to submit a plan for delivery of the required services. This plan should include, but not be limited to:

Marketing and engagement strategy for small businesses in the region The proposed model for delivery of each service ( how individualised needs of each small

business will be met) Any areas of specialisation ( if applicable) Partnership arrangements ( if applicable) Anticipated numbers of small businesses to be supported Anticipated numbers of apprentices to be employed by the small businesses either directly

or through group training organisations. Budget including the price for each service – what is included in the price and hours Details of staff who will provide the service Risk management and contingency planning How records will be kept How their services will be evaluated.

5. Value for moneyThis project is both quality sensitive and price sensitive. Value is assessed not solely on the costs of activities, but the quality of services to small business and the apprentices and trainees who are employed.The entirety of each application is considered against each of the selection criteria, which are synergistic in nature. Assessors will note any inconsistencies or unaddressed linkages (e.g. proposed activities that do not appear in the budget or potential risks that are not addressed in the risk management table), and this will result in a lower assessment score.

3.12. Selection Process

Information provided in applications will be assessed against the selection criteria.

Preference in funding will be given to applications that demonstrate innovative and responsive approaches to:

meeting the needs of small businesses; and build their capability to benefit from the apprenticeship/traineeship system.

The selection process has a number of checks to ensure equitable outcomes:

All applications are scored against the selection criteria by individual assessors. Scores are moderated as a group, A Selection Report with recommendations for funding is drafted.

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A Selection Panel is convened to consider these recommendations, ensure the efficacy of the process and endorse final recommendations.

The Head of Agency will then approve these recommendations, with the final approval decided by the Minister for State Growth.

Notification of successful and unsuccessful applications.

All individuals involved in the above process must declare any potential conflict of interest, and will not participate in any decisions where a potential conflict arises.

Where the Selection Panel ranks multiple applications equally, the Department will where applicable, review past performance to develop a final ranking of applications. Consideration will be given to past performance against contracts with the Department.

The Department of State Growth reserves the right to negotiate with applicants, if necessary, to ensure the objectives of the program can be met.

4. Arrangements for Successful Applicants

4.1. Grant Deeds

All successful applicants will enter into a grant deed with the Department of State Growth, on behalf of the Crown in Right of Tasmania. The deed sets out the obligations of parties, and it is important to ensure that you fully understand these obligations before signing. In particular, the deed binds the recipient to:

use the grant for the purpose in which it was provided, and for the specific items listed in the deed;

meet any specified conditions required by the Department of State Growth; seek written permission from the Department of State Growth prior to any changes to the

project, budget or timeframes; provide satisfactory project reports on time; return any unexpended funds; and acknowledge the Department of State Growth as a source of funding for the project.

Approval of a grant does not commit the Department of State Growth to any future financial assistance to the project or organisation.

4.2. Restrictions

4.2.1. Group Training OrganisationsSmall businesses participating in this program retain the right to employ apprentices and trainees directly or through a Group Training Organisation.

4.2.2. Duration Projects must be completed by 30 June 2018 unless prior agreement is approved by the Department of State Growth.

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4.2.3. Fees This program is designed to provide services to make it easy for small businesses to employ an apprentice or trainee. Fees must not be charged directly to small businesses or potential or actual apprentices/trainees in this program. Any proven contravention of this requirement will result in termination of the Grant Deed and the clawback of Grant Funds paid to date.

4.3. Payments

Grant payments are made via electronic funds transfer to the account nominated by the Recipient upon Execution of the Deed and the receipt of a correctly rendered tax invoice. The timing and structure of these payments will be in accordance with agreed milestones.

All projects must fully acquit against the budget template, and unspent funds at the project completion date are to be returned to the Department. The Grant Deed includes clawback and termination clauses in the event that services fail to be delivered in the manner approved or in cases where the Recipient has failed to undertake the Approved Purpose in a lawful manner.

4.4. Goods and Services Tax

There are a few simple rules to keep in mind when dealing with GST.

1. The Department will gross-up a grant by 10% for GST when the recipient is:• an incorporated applicant or other not-for-profit legal entity registered for GST; or,• an unincorporated applicant which is sponsored by an incorporated body or other

not-for-profit legal entity registered for GST.

Therefore, the amount requested should be exclusive of GST.

2. The Fund has determined to include GST as part of the grant where:

• an incorporated recipient or other not-for-profit legal entity is NOT registered for GST; or,

• an unincorporated applicant is sponsored by an incorporated body or other not-for-profit legal entity NOT registered for GST.

Therefore, the amount requested should be inclusive of GST.

4.4.1. Need help?Please contact the Australian Tax Office on 13 28 66 or www.ato.gov.au if you require any clarification on GST. The ATO requires all non-profit organisations with a turnover of $150,000 or more to register for GST. Non-profit organisations with a lower turnover may choose to register.

4.5. Reporting Obligations

Applicants will be required to report against agreed outputs and outcomes that align to services provided to small businesses.

The broad reporting structure includes:

i) Three monthly reports on services provided – a template will be provided.

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ii) A final project closure report that includes evaluation reports from small businesses and apprentices and trainees recruited and supported during the program.

iii) The Department of State Growth requires the names, e-mail addresses and or contact numbers of all project participants to assist with program evaluation.

iv) Audited financial acquittal statement against the proposed budget.

Grant recipients are encouraged to include in reports any additional information that provides evidence of successful outcomes and best practice.

Where an organisation has outstanding reporting obligations, it will not be considered for future funding until these obligations have been met. Information on organisations that submit late, incomplete or inaccurate reports will be kept, and will be used to determine any risks associated with future applications.

4.6. Acknowledging the Department of State Growth

The Recipient must include in any correspondence, promotional material, public (including media) announcement, advertising material, or other publication concerning the project, an acknowledgement that the Approved Purpose is assisted by a grant from the Department of State Growth.

4.7. Withdrawal of Grant

Skills Tasmania has a responsibility to ensure the management of funds is in the best interests of the Tasmanian community. As such, grant recipients must ensure public funds are properly expended.

Once awarded, the Department may withdraw the grant at any time before or after issuing if obligations have not been met. These include:

That assessment was based on misleading or incorrect material information provided in the application.

There are material changes – within or beyond the applicant’s control – that would significantly alter assessment.

The Department is unable to gain appropriate information to progress the Grant Deed or any other aspect of project management.

The recipient is unable to demonstrate to the Grantor’s satisfaction that the grant has been used for its intended purpose and on the approved items.

The recipient has not received prior written approval for any significant changes to the project, budget or timetable.

The recipient fails to submit a report by the scheduled due date. The project has not commenced within 6 months of notification of the awarding of the

grant.

If payments have been made, the Department has the option of seeking the return of the funds. If the grant has not yet been paid, the grant may be cancelled.

An organisation’s record in meeting its obligations will be considered when assessing any future grant applications.

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5. Advice for Applicants

Write in clear simple English and avoid jargon wherever possible. Be careful when using acronyms. Always assume that assessors will not know what they

mean and write them out fully the first time you use them. Ensure that your budget is completed and that figures balance – check and check again. We try to make our objectives and guidelines as clear as possible, so please read the

program objectives carefully to ensure your project is in with a chance! Write in specific terms rather than generalisations – especially regarding your record of

accomplishment and previous outcomes. Make sure the application is based in facts. Claims should be substantiated (for example,

rather than “a large number of people will benefit” say “25 young people between 15 and 19 years of age will complete the program”).

Try to be succinct. We receive many applications and would like to keep our assessment turnaround as short as possible!

Use the checklist provided in the application form to ensure that all requirements have been met. Making sure that your proposal checks all the boxes will mean that your grant application is able to be assessed and considered for funding.

Where possible, provide examples and evidence that support your claims. Do not assume that the assessor will know the context and history of your organisation. Remember that additional attachments can be submitted with your application.

If the project involves collaborating with another organisation, please make sure that you identify the roles and responsibilities of each partner and what they will contribute to the success of the project. Supporting documentation, such as a signed MoU or written agreement should be provided, and reflected in the project design, budget and risk register.

Please ensure that each application is e-mailed separately, and reflects the format required in item 3.8.

Make sure that you read these guidelines when completing the application form. This form has been designed in such a manner as to ensure that if all relevant components are completed, that the application will have provided responses to the appropriate selection criteria.

Don’t forget that the application will be assessed against the selection criteria in its entirety. Make sure that you read your application carefully with this in mind prior to submission. It is often a good idea to get a friend or colleague not intimately acquainted with the project to read through before submitting to ensure that proposals are clear and coherent.

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