Monitoring and evaluation of the services will be undertaken through a single template, which includes:

• An agreed set of priorities
• Performance measures and targets
• Results of satisfaction surveys
• Annual action plan

Successful applicants will be required to sign a ‘service level agreement’ which they must adhere to. This will be reviewed as part of the overall process of monitoring and evaluation.

• Monitoring and evaluation will only be undertaken on those services funded by this grant
• All groups will provide written monitoring information twice a year, at the 6- and 12-month marks. Where partnership agreements exist, monitoring information will be submitted by a single response, made by the lead organisation
• The monitoring information will be agreed in partnership with successful organisations
• A set of standard information will be required from all organisations, for example, demographic of service users and/or number of sessions run and number of service users attending each session
• After a period, a face-to-face interview will take place between a representative and/or group of representatives of the organisation and the Council Officer to discuss progress and follow-up actions
• Contact will be conducted periodically by a representative of the Council
• An annual user satisfaction survey must be completed by the organisation every financial year
• Annual reports and financial statements produced by organisations should be sent to the Community Wellbeing Team at Warwick District Council
• All organisations must submit a final evaluation report in 2029

Conditions of award

As part of the conditions of the SLA, the service provider should inform us of any changes to their policies or practices.

Financial management / governance

If your organisation is applying for grant funding:

To ensure the viability and the sustainability of the sector, we maintain our right to take a strong interest in your finances and your governance arrangements to ensure that there is effective oversight across all aspects of your operations where they serve our residents.

Personal data

We collect your personal data to assess your grant application; we will only collect the personal data from you that we need to make the application assessment.

The following personal data is relevant to this process:

• Lead contact name, position or job title, telephone number, postal and email addresses
• Trustees' names, email contact, and, if applicable, details of serious misconduct, criminal offences, close associations with other trustees/management/staff/volunteers in the organisation
• Referees' names and email addresses
• Consortia partner names, postal and email addresses

We may disclose information to third parties where it is necessary to comply with a legal obligation.

We are required by law to protect the public funds they administer; we may use any of the information you provide for the prevention and detection of fraud.

We may also share information with other bodies that are responsible for auditing or administering public funds, including the Cabinet Office. The Cabinet Office requires councils to participate in data matching exercises to assist in the prevention and detection of fraud.

We may share contact information for funded groups with other Council service areas, such as corporate governance, for the purposes of consulting you on plans or proposals that the Council is considering or to seek your views on the provision of services to support or promote democratic engagement.

Up to six years after the end of funding provided to the VCS organisation, we may share information with:

• Relevant internal departments of the Council
• Credit reference agencies
• Bodies to which organisations are registered, for example, the Charity Commission and Companies House

Health and safety and related requirements

An SLA condition is that all venues and equipment used meet health and safety regulations, including supplying evidence/policies related to:

• Safeguarding Policy and Procedures
• DBS
• Health and safety
• Equality, diversity and inclusion
• Public Liability Insurance