FAQ
Who should submit the application?
Can we accept late applications?
Can the application be emailed to the Grants Development Manager?
Is there a limit to the number of applications any one member can submit?
Will applicants be sent an acknowledgement of their grant application?
Can we fund projects which have already commenced?
What is our definition of in-kind contributions?
Can in-kind contributions be used as match funding?
Are there costs which we cannot support, which should not be included in the budget?
What are the criteria projects must fulfill for over 50% funding?
Are projects expected to cut across more than one of our priorities?
Who should sign the declaration?
When is a curatorial advisor signature required?
What do we mean by all receipted invoices?
By what date should my claim be submitted?
Who should submit the application?
Applications can only be submitted by full members of Museums Galleries Scotland. We do welcome partnership applications from forums, geographical partners or other groupings however a full member must take the lead. In all cases the project should be of main benefit to our full members.
Can we accept late applications?
No, we cannot accept late applications. It is the responsibility of the applicant to ensure that their application reaches MGS by the published closing date.
Can the application be emailed to the Grants Development Manager?
We do accept applications electronically, although our preferred method is by post. All applications should be signed and include all supporting documentation to be eligible. Applicants, who choose to send in their application electronically without this signature, should ensure that the signed declaration and supporting documentation reaches us by the closing date. Failure to do so will deem the application ineligible.
Is there a limit to the number of applications any one member can submit?
Although there is no limit to the number of applications you can submit, MGS will aim to ensure that funds are distributed across the membership as fairly as possible, as per our Grants Policy.
Will applicants be sent an acknowledgement of their grant application?
Due to the high volumes of applicants we cannot acknowledge receipt of small grant applications. However, main grant applications will be sent a confirmation when received.
Can we fund projects which have already commenced?
No, we cannot fund projects that have already started, or are planned to start before the decision is made on the application. It is important that applicants check the decision date, published on the website, when planning your project.
Can we support posts?
Yes, we can support posts. Through our Small Grants we can fund short term posts, which are designed to implement a particular project. Our support towards the post cannot go on beyond the current financial year.
What is our definition of in-kind contributions?
In-kind contribution can be defined as those which require no physical cash outlay, such as use of paid staff on the project, volunteers, and accommodation.
Can in-kind contributions be used as match funding?
No, we cannot accept in-kind contribution as a match for funding. While they usually add real value to a project, they do not require an actual cash outlay and therefore should not be included in the total cost calculations.
Are there costs which we cannot support, which should not be included in the budget?
Yes, we cannot fund costs associated with day-to-day running costs. Some applicants do apply for funding towards items such as electricity, heating and admin support. This is common in applications for posts. We cannot fund these elements and they should not be included within the budget or total cost of the project. The applicant can if they wish note, these costs as in-kind.
We cannot accept costs associated with contingency, as part of the total project costs or budget.
What are the criteria projects must fulfill for over 50% funding?
· How well you have demonstrated that the project has a special need for more than 50%. Special need relates to the urgency and importance of completing the project. It is likely to be time-critical and therefore they don’t have time to phase it or raise the rest of the money. They will need to explain the reasons and show that an opportunity is lost if they don’t act now. The case should not be based on organisational need.
· How well the case for additional funding has been made in terms of in kind contributions. In kindsupport is where a case for full funding is made because theydemonstrate that they are contributing significant in-kindsupport. In-kind support is usually time, but it might be otherthings given freely such as a venue.
· The project is exceptional and the applicant has made a case for why it merits over 50%. The project is considered to be excellent or above average and the applicant has made a case in one of the two areas above.
Are projects expected to cut across more than one of our priorities?
Yes, projects should be cross cutting. Our priorities are:
- Business development: Projects which assist you to increase the opportunities for income generation and develop and enhance the skills of your staff and volunteers, including management and leadership skills.
- Audience development: Projects which assist you to understand your existing audiences and reach new audiences
- Product development: Projects which develop your core product of collections and services
Who should sign the declaration?
The final signature under the declaration must be from the person within your organisation who has authority to plan for and prioritise applications from your organisation. This person should be a senior member of staff from the museum/gallery.
When is a curatorial advisor signature required?
We no longer require a signature from the Curatorial Advisor; however, we would expect those members who do not employ a full time member of staff to speak with their curatorial advisor about the application, prior to submitting. This should be evident within the body of the application.
When will payment be made?
Our main and small grants are paid in arrears – so the organisation is only reimbursed for the actual costs incurred.
By what date should my claim be submitted?
Claims should reach Museums Galleries Scotland by the 11 March, at the very latest. We cannot guarantee payment after this date. Grantees should make sure that they include all receipted invoices (or alternative documents to show proof of payment) and satisfy any conditions attached to their award, to prevent any delays.
What do we mean by all receipted invoices?
When making a claim grantees are required to submit a copy of all receipts/receipted invoices to show proof of payment. We will also accept copies of bank statements or print-outs from their financial system which show funds going from their organisation to the supplier. Grantees should ensure that they include receipted invoices for all elements of the project, not just those they plan to use MGS funding to pay for, as our offer of award is based on a percentage of the total cost and we need to see evidence of the total spend.
Who will payment be made to?
We can only make payment to a full member of Museums Galleries Scotland. For partnership applications payment will be made to the member who was acting as the lead applicant. Payment can be organised by cheque or BACS if we hold the account details.
By what date should my claim be submitted?
Claims should reach Museums Galleries Scotland by the 11 March, at the very latest. We cannot guarantee payment after this date. Grantees should make sure that they include all receipted invoices (or alternative documents to show proof of payment) and satisfy any conditions attached to their award, to prevent any delays.
If you have any additional questions which have not been answered in this section please contact our Grants Development Manager