application information and guidelines - education...

2016 – 2018

Application Information and Guidelines

NON SCHOOL ORGANISATIONS (NSO) PROGRAM

APPLICATION INFORMATION

AND

GUIDELINES

Funding Category Funding Timeframe Applications Close

Education Support Services

2016 – 2018 14 August 2015 Resource Centres

School Services

Specialised Equipment Each calendar year October

2016 – 2018


1. PRE-APPLICATION READING................................................................................................................................. 1

1.1 Application Criteria .................................................................................................................................................. 1

1.2 The Service Agreement ......................................................................................................................................... 1

2. ABOUT THE NSO PROGRAM ................................................................................................................................. 2

2.1 Purpose .................................................................................................................................................................... 2

2.2 Target Group ........................................................................................................................................................... 2

2.3 Eligibility Criteria – Organisations ........................................................................................................................ 2

2.4 Eligibility Criteria – Student .................................................................................................................................... 3

2.5 Funding Categories ................................................................................................................................................ 4

2.6 Key Steps in the Application Process .................................................................................................................. 5

3. GUIDELINES FOR COMPLETING THE APPLICATION ...................................................................................... 7

3.1 Overview ................................................................................................................................................................... 7

3.2 Step by Step Process ............................................................................................................................................. 8

4. SCREEN SNAP SHOTS ........................................................................................................................................... 13

4.1 Register to Access eForms ................................................................................................................................. 13

4.2 Save and Exit Form to Continue Later ............................................................................................................... 16

4.3 Attaching a File ...................................................................................................................................................... 17

4.4 Saving the Form as a PDF & Printing ................................................................................................................ 19

4.5 Certification ............................................................................................................................................................ 20

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1. PRE-APPLICATION READING

How to access NSO Application documents:

All NSO application and reporting documents are available from the NSO website.

Contact the Coordinator on 3513 6747 or email [email protected] if you experience problems

accessing application information.

1.1 APPLICATION CRITERIA

All applications must include the following:

Specific details of the eligible students and their need.

Details of the proposed professional services to be delivered and how they will support the

achievement of enhanced educational outcomes for the target group.

Evidence of interagency collaboration in establishing educational goals and service provision.

A description of the prioritisation processes to use funds to support students who require

significant educational adjustments.

A description of how explicit links to the student’s education support team are determined with a

focus on the student within the educational context.

Evidence of input from the organisations’ Monitoring Committee in shaping service provision to

the educational settings.

Specialised equipment applications - the equipment listed must be integral to the organisation’s

service provision and able to be used for a number of individuals.

Acknowledgement of other funding sources.

1.2 THE SERVICE AGREEMENT

To enable consistency of approach in contracting social service providers, a new Standard Suite of

Contracts for Social Services has been developed by government.

Service Agreement – Standard Terms Version 1.1 – dated 17 February 2015.

http://www.hpw.qld.gov.au/SiteCollectionDocuments/UpdateServiceAgreementStandardTerms.pdf

The second part of the agreement, the Funding and Service Details, provides specific information

about the funding, service provision and reporting requirements for individual government programs.

Examples of these requirements for the NSO Program include:

Organisation Funding and Service Details;

Educational and Financial Accountability and Reporting Requirements;

Monitoring Committee - responsible for the educational monitoring of the Project which must

verify the accuracy of the information contained in any project Evaluation Report;

Acknowledgement of Assistance; and

Protocols for School Visits.

http://education.qld.gov.au/schools/grants/other/non-schools/index.html

mailto:[email protected]

http://www.hpw.qld.gov.au/Procurement/Buyers/HowToBuy/GovernmentTermsConditions/Pages/default.aspx

http://www.hpw.qld.gov.au/Procurement/Buyers/HowToBuy/GovernmentTermsConditions/Pages/default.aspx

http://www.hpw.qld.gov.au/SiteCollectionDocuments/UpdateServiceAgreementStandardTerms.pdf

2016 – 2018


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Terminology:

“Us, We or Our” means the State of Queensland acting through the Department of Education and

Training, Non School Organisations Program; and

“You” and related parts of speech or other grammatical forms mean the funded organisation that is

applying for funding.

2. ABOUT THE NSO PROGRAM

2.1 PURPOSE

The NSO Program provides financial assistance to not-for-profit organisations to help improve the

educational opportunities and enhance the learning outcomes of students with disability at school.

Funding is targeted to assist school-aged students with disability who require significant levels of

educational adjustments by improving their access to and participation in educational programs.

2.2 TARGET GROUP

Students with disability who meet the Queensland criteria used by all three education sectors i.e.

those who require significant educational adjustments to improve their access, participation and

learning outcomes.

2.3 ELIGIBILITY CRITERIA – ORGANISATIONS

To be eligible to access funding through the NSO Program an organisation must be:

Not-for-profit and

Incorporated.

In addition a Non School Organisation (NSO) must:

provide programs or activities designed specifically for students with disability;

not be managed or controlled by or on behalf of the state government;

not be registered as a school.

Examples of an NSO include:

A registered charity;

A religious organisation;

A local government instrumentality;

A community organisation.

http://education.qld.gov.au/students/disabilities/adjustment/

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2.4 ELIGIBILITY CRITERIA – STUDENT

For the purpose of the program:

A student enrolled in a school and meets the criteria for significant educational adjustments as

outlined in the EAP Handbook.

Definition of Disability

The definition of disability encompasses BOTH the impairment and the activity limitations and

participation restrictions for an individual in one or more of the EAP disability categories.

The impairment (medical condition or other impairment in structure or function at the level of the

body) may be diagnosed by an authorised specialist within or outside of the Department of

Education and Training.

Associated activity limitations and participation restrictions in an educational context relate to

accessing and participation in the curriculum and life of the school. This is the impact of the

impairment in the educational context which requires significant education adjustment. Therefore

teachers, specialists and other members of the educational team are involved in documenting the

activity limitations, the participation restrictions and the significant educational support needs for the

student.

The NSO Program only provides funding to eligible organisations to support eligible

students with disability who are enrolled in a school.

The Strategic Governance Group continues to prioritise direct service provision to eligible

students in school.

http://education.qld.gov.au/students/disabilities/adjustment/pdfs/eap-handbook.pdf

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2.5 FUNDING CATEGORIES

Category Description

Education Support

Services

Previously known as:

Alternate Programs

Funding for the provision of a range of professional services

(including educators, speech-language pathologists, occupational

therapists, physiotherapists, orientation and mobility specialists and

support workers) to provide personalised learning for students

with disability to enhance their opportunities to become successful

learners, confident and creative individuals and active and informed

citizens.

The services and activities provided must link to and support each

student’s educational support plan.

(Both direct and indirect services)

Resource Centres

No change in name

Funding to provide specialised equipment, materials and

resources to schools for the support of students with disability to

improve access and participation in the curriculum and to enhance

their educational outcomes.

(Indirect service)

School Services


Other and Therapy

Funding for the provision of direct professional services and

consultation in schools for eligible students with disability.

Services may include support services from educators, speech-

language pathologists, occupational therapists, physiotherapists

and orientation and mobility specialists.

(Direct service)

Specialised Equipment


Equipment

Funding for specialised equipment:

1. to enhance the equipment loan pools of organisations

providing support services to students with disability in school

2. for trial purposes at school

3. to assess student progress.

This funding may not be used for equipment for individuals or minor

equipment and materials.

(Indirect service)

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2.6 KEY STEPS IN THE APPLICATION PROCESS

See - Funding Process Overview

Once applications for NSO funding have been received the following process is undertaken:

2.6.1 Assessment of Funding Applications by the Working Group

Applications for funding are considered by a working group whose membership includes: the

Coordinator of the program, specialists in the field of education and disability, and stakeholders.

2.6.2 Factors for Consideration

In addition to the Application and Eligibility Criteria described previously, the following factors are

considered by the working group when assessing applications:

Project must have explicit links to the educational program and focus on the student within the

educational context.

Project must focus on the student achieving improved educational access and participation, and

enhanced outcomes through an appropriate educational program.

Evidence of stakeholder and interagency collaboration in establishing educational goals.

Organisations use sound, collaborative prioritisation processes to use funds to support students

who require significant educational adjustments.

Projects should focus on the impact of the student’s disability on the educational program.

Demonstrated ability of the organisation to undertake, monitor and be accountable for the

project.

Evidence of ongoing successful service provision will be considered e.g:

Project Evaluation (including responses to the Primary Contact Surveys);

Certificate of Expenditure; and

signed and dated letters of support from schools.

Specialised equipment listed should be integral to the organisation’s service provision and able

to be used for a number of individuals.

Not duplicating funding for a specific service to an individual child.

Viability and cost effectiveness of the support program for the student.

2.6.3 Funding Allocation

Provided that the eligibility criteria for both the organisation and the students to be supported are

met; and the educational outcomes sought by the program are addressed in the application, funds

will be allocated to applicants based on:

o available funds;

o the number of eligible students to be supported;

o travel obligations to provide services; and where applicable;

o a funding formula.

http://education.qld.gov.au/schools/grants/other/non-schools/pdfs/funding-process-overview.pdf

2016 – 2018


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2.6.4 Funding Formula

Funding provided to organisations for the School Services category is allocated according to a

formula that considers:

type of service provision – professionals include educator, occupational therapist,

physiotherapist, speech-language pathologist and other professionals such as: orientation and

mobility specialist and adaptive technology specialist;

number of eligible students; and

travel costs related to distance travelled to provide services – local, regional and outreach.

The elements of the formula are shown in the table below:

Factor Weighting / Allowance

Professional weightings – School Services category only

S - single - 1 professional 0.5

M - multiple – 2 or 3 professionals 1.0

T – team - 4 or more professionals 1.5

Travel allowance

Local (no overnight accommodation) $50/ student/ year

Regional (car travel minimum 160 km round trip) $100/ student/ year

Outreach (State wide) $200/ student/ year

2.6.5 Approval Process and Notification

Once approval is given, successful applicants will receive a Letter of Offer with the Funding and

Service Details (Part 2 of the Service Agreement) including the funding Schedules and related

documents.

Unsuccessful applicants will be advised in writing as to why their application was unsuccessful.

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3. GUIDELINES FOR COMPLETING THE APPLICATION

3.1 OVERVIEW

Terminology used in these guidelines:

“Us, We or Our” means the State of Queensland acting through the Department of Education and

Training, Non School Organisations Program; and

“You” and related parts of speech or other grammatical form means the funded organisation that is

applying for funding.

-----------------------------------------------------------------------

a. Register to apply for funding by accessing the URL. See instructions in 4.1 of the Guidelines.

https://eFormsx.eq.edu.au/departments/nso/EForms/Home.aspx

b. Complete Part A, Organisation Details - the legal details about the organisation applying for

funding. This includes:

Prioritisation of projects;

Signing Authority details;

the proposed services;

specific details of the individual eligible students who have received support from

1 July 2014 until 30 June 2015; and

the schooling sector that has received support and services within that timeframe.

PLEASE NOTE: Specialised Equipment applications for 2017 and 2018 do not require

student details to be provided.

c. Complete Part B: Project Details - the specific details about the project/s including:

new or continuing project;

Coordinator details; and

funding sought.

d. Attach files as required.

e. Save and print your application/s.

f. Submit the application/s.

https://eformsx.eq.edu.au/departments/nso/EForms/Home.aspx

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3.2 STEP BY STEP PROCESS

The Home Page opens after registration.

Select ‘Application for Grant’. Click ‘Start’.

This will take you to the Privacy of Information and the Purpose and Eligibility information pages

which must be read before you can begin completing the form. Please read these pages carefully.

The eForms Application for Grant status page (status page) gives a breakdown of all parts and

sections of the form.

A green tick will be displayed on each section of the application that has been completed. The

legend under the table on the status page explains the meaning of each symbol – see below.

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The status page will update automatically to identify sections of the application form that have been completed and alert you to any sections that are incomplete.

Auto-Saving your eForm

While using eForms, clicking Next or Back will auto-save your form, but if you have finished using

eForms for now, please click the Save and Exit button at the bottom of the page.

Using Save and Exit within the application will return you to the status page.

You can email the form to yourself so that you can continue the application at a later date. See

instructions in 4.2 of the Guidelines.

Part A: Organisation Details

Enter the organisation name and then prioritise the categories of funding, 1 being the highest

priority.

A response is required for each category. Yes or No. This process will make Part B available for

those categories.

If No is selected a warning box will appear – See Specialised Equipment example below.

Complete the page and click ‘Next’.

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Part A: About Your Organisation

Complete all sections of Part A.

Add additional information about the field you are completing in the Comment box, click ‘Add’.

Comment box: Provide additional information about the field you are completing e.g. Part B -

School Services, Staffing – Other. Click ‘Comment’ and write the additional information e.g.

Orientation and Mobility Specialist or Teacher of the Deaf. Click ‘Add’ for each comment to

be saved.

Clear Responses: All information in the section/field will be deleted. A warning message will

appear.

Warning! Are you sure you want to clear any responses from the following sections?

Attach Files for each relevant section of the application. See instructions in 4.3 of the Guidelines.

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Part A: The Service

Attach a file with your responses to each of the four questions, with no more than three pages for

each question.

Part A: About the Students

Complete the table with the collated data from Attachment A.

Automatic tally: Tables with data and funding amounts sought will automatically tally.

Part B: Project Details

Each of the four NSO Program funding categories described in section 2.5 of these Guidelines has

a different format for Part B of the application form. Whilst the application forms follow the same

general format, there are some differences.

The expense types sought are limited for each category e.g. professional development cannot be

requested for the Education Support Services category and only equipment can be requested in the

Specialised Equipment category.

Further information to clarify or support your request can be provided in the Comment box and in

the Additional Information section where available.

The Total for each funding section should be an annual amount. This amount will be listed in

the database as the amount Sought for each of the three years.

The overall Total Sought is automatically calculated and should be the amount sought for one

calendar year. This amount will be specified for each of the three years of the funding cycle.

Automatic tally: Tables with data and funding amounts sought will automatically tally.

Complete all sections of Part B. Attach files as needed.

Click ‘Save and Exit’. This returns to status page.

Submitting the application

After all sections have been completed there will be green ticks on all sections of the status page.

Download Attachments – allows you to view all the documents that have been uploaded in the

application. The files are stored as temporary internet files and have the section number as an

identifier. Copy and save them to your desktop.

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View as Single Page – scrolls through all parts of the form including the blank applications that you

haven’t prioritised.

Save and print your application. See instructions in 4.4 of the Guidelines.

Once all mandatory questions and attachments have been added, click ‘View certification’.

See section 4.5 of the Guidelines

Go to the Certification page found at the bottom right of the status page and complete the

information. Then click ‘Submit’.

An email acknowledging that the application has been received will be sent to the email address of

the person who created/submitted the application.

You can apply for another project in a different category if not included in the first application,

however you will need to complete all of Part A as well as the appropriate section in Part B.

The application will then be added to our database and you will receive an Acknowledgement letter

with reference numbers for each project.

The working group will consider the application/s and make funding recommendations to the

Strategic Governance Group.

Organisations will receive a Letter of Offer if their application/s has been successful.

Organisations will receive correspondence advising them of the reasons why an application/s has

been unsuccessful.

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4. SCREEN SNAP SHOTS

4.1 REGISTER TO ACCESS EFORMS

eForms need JavaScript - please ensure JavaScript is turned on to use eForms.

Access the URL https://eFormsx.eq.edu.au/departments/nso/EForms/Home.aspx

Copy the link above and paste in your web browser (address bar at the top).

You will be presented with this screen:

Please Note:

the username must consist of letters (a-z or A-Z) or numbers(0-9), with no spaces (also no

spaces at the beginning or end of the username);

Password – must be at least 8 characters long and maximum 16 characters long. It must

contain at least one non-alpha numeric character i.e.!?@#$%^&* -_+=’:;,.

Click ’Register’.

https://eformsx.eq.edu.au/departments/nso/EForms/Home.aspx

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After registration, you should be able to access eForms and begin filling out your form. If you

experience any difficulties, a good first step is to clear your browser cache, including any form data.

Please contact your IT section for information on how to do this.

Enter your details.

An email will be sent to you. You will need to click the link to complete the “Register” process.

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You are now registered and will be able to sign in to eForms with your chosen username and

password.

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4.2 SAVE AND EXIT FORM TO CONTINUE LATER

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4.3 ATTACHING A FILE

Click on ‘File’

Click ‘Select File…’

Choose a file and click ‘open’

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Click ‘Upload’ then ‘Close’

The number of successfully uploaded attachments will show as per the below screen shot.

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4.4 SAVING THE FORM AS PDF & PRINTING

On the summary page, below Download all attachments, click the ‘Form as Pdf’

Then choose Actions → Export → PDF

Save the file to the workstation

The file will save to the download folder. Open Windows Explorer and copy the file. You

should be able to paste it into your desired folder.

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4.5 CERTIFICATION

Once all mandatory questions and attachments have been added, click ‘Certification’.

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This will take the user to the Certification page.

Tick the boxes and click ‘Submit’