The application process
Eligibility – Please ensure that you can satisfy our requirements as to accounts; this is a common failing
Please first read Eligibility carefully to ensure that you meet our criteria. If it is clear that you do not meet our criteria please do not submit an application.
Check your entry on the Charity Commission’s website
When we first consider your application (which may be some weeks after you submit it and which may sometimes be after we have already acknowledged receipt of it – see below) we will check your entry ourselves.
We expect to find that:
(a) you are up-to-date with your filing obligations (i.e. you are not “red-lined”) and (b) even if you are “green-lined” there is no reference on your entry to your accounts being qualified (we find that this affects several applicants at every meeting). Please ensure that any accounts your charity files after you have checked your entry do not inadvertently lead to a “qualification note” being added to your entry a this will disqualify you from further consideration when we carry out our pre-meeting checks and (c) you have at least 4 trustees
If you fail to satisfy any of these conditions then we will reject you at that stage. Please note that if it appears to us that two or more of your trustees are connected (principally as members of the same family) we will treat all such connected trustees as a single trustee; we accept that this is something which is not easy to determine. If you are not sending us accounts we expect to be able to access these from your entry; if we cannot, again, we will reject your entry at that stage.
Check your previous application history
If your three most recent applications have all been unsuccessful we suggest you consider whether this is an indication that the application you are considering submitting will also prove unsuccessful. It is most unlikely that any future applications would be considered.
If you consider you satisfy our criteria you should choose the category under which you consider your application will fall. Make a note of the code we have given the category as you will have to insert it in answer to question 6 on the application form.
You should then read the Grant conditions. If you are not prepared to accept these conditions then please do not apply.
Check the next meeting date
Once you are satisfied as to your eligibility and have accepted our conditions please check the date of our next meeting and the closing date for applications for that meeting. The Saintbury Trust does not make retrospective grants so there is no point in applying for funds for a project which will have been completed before the meeting takes place.
Making your application
Please send us the following – by post to the address on the application form:
- The completed application form. Please use a different font (not less than size 12) or hand-write the form. The form will expand to a maximum of three sides; please do not try to expand it further
- A single page letter on your headed notepaper telling us anything more about your project which you think will assist the trustees in making a decision about your application
- Only if they are not available through the Charity Commission website a copy of your latest available accounts. If accounts to a later date become available after you have submitted your application but before the date of our meeting we do not require you to send these – though you may if you wish.
We have no objection to your sending, if you so wish, additional material in support of your application. However, please note that neither the documents listed in 1, 2 and 3 above nor any additional material will be returned to you. Please also note that copies of only your application form and accompanying letter (up to a maximum of 4 pages in total) will be provided to the trustees although they will have access to any additional material at the meeting.
Please note the following:
- All applications must be made by post. Emailed applications will not be accepted.
- Please do not double-side either the application form or the accompanying letter as we will be photocopying them.
- Please do not send your application by registered or ‘signed for’ or similar post. If the office is unattended at the time of attempted delivery by Royal Mail, we will not go and collect and the application will eventually be returned to you undelivered.
- It is your responsibility to ensure that your envelope is adequately stamped. We will not collect from the Post Office, nor pay to have delivered, insufficiently stamped correspondence; any such will – again eventually – be returned to you by Royal Mail.
What happens next
We will endeavour to acknowledge your application by e-mail (only) within one month of receipt although there are times when this is not possible and, in any event, applicants whose applications are received after the closing dates for the spring and autumn meetings should not expect to hear from us before the following 1 June and 1 January respectively.
As already stated, we will no longer necessarily carry out our checks on your entry on the Charity Commission website (see ‘Check your entry on the Charity Commission website’ above) prior to our acknowledging your application but if we do, and we consider that you do not meet our criteria, or if it is otherwise obvious that you do not do so, then we will endeavour to advise you as soon as possible.
Prior to the meeting we will carry out a check (or further check) on the entry on the Charity Commission website of all applicants who have reached the agenda (again see above). We try to carry out these checks as close as we can to the date of the meeting (if possible a week to ten days beforehand) but sometimes we have to do this earlier. Whilst we would wish to avoid doing so, we do reserve the right to carry out these checks at any time after the closing date for the relevant meeting.
After the meeting
We will write to successful applicants, enclosing the grant cheque, our form of receipt and a stamped addressed envelope for the return of the signed receipt (see our grant conditions). Unsuccessful applicants will be notified by e-mail. We try to do this within one month after our meeting. If you have not heard by the end of the second month after a meeting (eg by the end of June for an April meeting) you should assume that your application has been unsuccessful.
The grant cheque will be made payable to the successful applicant in the name as it appears on the Charity Commission website. So far as we are concerned, this is the proper and legal name of the applicant. Applicants must ensure that their bankers will accept a cheque so drawn.
Whether or not a grant is made is in the absolute discretion of the trustees. We do not give reasons as to why an application has been unsuccessful and will not enter into any correspondence or communication on the point.
As indicated under ‘Eligibility‘, we do not accept applications from the same charity at successive meetings (whether or not a grant has been approved). Any such application will usually be rejected on receipt (although on rare occasions it may be deferred).