Creative Learning Partnerships Program

Program guidelines

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Overview

The Creative Learning Partnerships Program offers grants between $60,000 and $250,000 per annum to deliver 2-year creative learning programs. 

The Creative Learning Partnerships Program enhances students’ (years 2 to 9) and educators’ creative learning capabilities in and through the arts. Programs will build educators' pedagogical capacities and increase access to and participation in the arts, cultural and creative activities.

A key concern addressed through the program is those students who are disadvantaged and least likely to have access to such opportunities to enrich their overall learning and engagement. As part of the Creative Learning Partnerships Program, arts organisations will work with identified clusters of schools to deliver programming over two years.

Objectives

The Creative Learning Program recognises that the following 5 program objectives are interdependent.

Primary objective

Enhance students’ and educators’ creative learning capabilities to increase engagement and support success across Western Australian curriculum areas and beyond.

Supporting objectives

  • Build the pedagogical and partnership capacities of arts organisations, creative practitioners, education leaders and teachers in Western Australia.
  • Foster creativity in schools by increasing access to, and participation in, arts, cultural and/or creative activities
  • Improve the engagement of disadvantaged students in schools, particularly in low-socioeconomic, i.e. low-Index of Community Socio-Educational Advantage (ICSEA) schools and/or in regional areas.
  • Enhance the health and wellbeing (mental, social, and/or physical) of students.

Your application should align with  all program objectives.

Key program priorities 

  • Low socioeconomic index and geographically disadvantaged schools.
  • Programs exposing students to enriching arts experiences instilling curiosity, creativity, imagination and empathy.
  • Programs engaging with students and educators in school years 2 to 9.
  • Programs that demonstrate cross-curriculum links beyond the arts.
  • Programs that incorporate elements of co-design with the schools, ensuring student and educator agency.
  • Programs that incorporate creative learning capacity building for creative practitioners.
  • Programs that incorporate creative learning capacity building for education leaders and/or teachers.
  • Programs that provide a legacy for school communities.

Who can apply?

Applications are open to Western Australian based:

  • Arts and/or cultural organisations with a demonstrated history working in creative learning*. 
  • Western Australian Primary and Secondary Government and Non-Government Schools, including Catholic and Independent schools.
  • Learning service providers for children and young people with a demonstrated history of delivering creative learning programs.

*If you are applying on behalf of Aboriginal people you must provide evidence of significant Aboriginal involvement in the conception, development of and participation in the activity.

*This funding cannot support core activity of Arts Organisation Investment Program (AOIP) funded recipients and Major Performing Arts companies.

Please note this program excludes state operated arts and cultural institutions.  

When can I apply?

Applications to this funding category are assessed by a peer assessment panel. The key dates calendar has application opening and closing dates, activity start dates and draft review deadlines. 

All times are in AWST (for Perth, Western Australia). 

You are encouraged to submit your application before your submission due date to ensure you have plenty of time.  

Processing of grant payments to successful applicants will not start until the grant contract is signed and returned. Depending on the activity start date, we cannot guarantee notification and/or availability of funding before the activity begins. 

How much can I apply for?

Eligible applicants can apply for between $60,000 and $250,000 per year to deliver a two-year creative learning program commencing from 1 March 2023 onwards. 

The amount of funding sought should depend on the scope and size of the program. The maximum grant amount will only be awarded to applicants that demonstrate their program aligned with all program priorities and objectives.

Partial or full funding may be awarded to successful applicants. There may be circumstances where partial funding is awarded taking into consideration the overall competition and quality of applications with the funding round.

Programs applied for must be scalable, should the full funding request not be successful.

This program may fund up to 80% of your activity costs. You must demonstrate at least 20% income, or your application will be deemed ineligible.  

What can I apply for?

  • Subsidy for low ICSEA and or disadvantaged schools to attend arts and/or cultural experiences.
  • Teaching artists and creatives engaging with and in schools.
  • Artist residencies/workshops.
  • Teacher professional development – bespoke workshop series and residencies.  
  • Teaching artist professional development. 
  • Digital content creation and/or engagement in line with the program objectives. 
  • Incursions with demonstrated links to extended and embodied learning for students and/or teachers. 
  • Programs embedding arts-based pedagogy and practice across learning areas. 
  • Research project/s aligned to the activity. 

What can’t I apply for?

  • Core activity of Arts Organisation Investment Program (AOIP) funded recipients and major performing arts companies.
  • Projects or activities that do not involve or benefit Western Australian practicing artists, communities, or arts or cultural workers.
  • Purchase of capital equipment including instruments, computers, tablets (iPads) and/or uniforms.
  • Capital works such as construction or purchasing of studios, work spaces or gallery spaces.
  • Display, restoration or conservation of cultural and/or historical material.
  • Activities relating to podcasts and audiobooks that do not involve creative arts practitioners.
  • Purchase of WA curriculum materials such as text-books.
  • Activities already funded by Department of Local Government, Sport and Cultural Industries’ culture and the arts grant programs.
  • Activities relating to radio broadcasting.
  • Fundraising, competitions, prizes and trophies.
  • The work of state or federal government departments.
  • Salaries and wages of those employed by the Department of Education, Catholic Education Western Australia and Association of Independent Schools of Western Australia.
  • Sitting fees for committees.

What will make my application ineligible?

You will make your application ineligible if you:

  • do not adhere to support material limits and format requirements
  • do not adhere to budget requirements
  • start the activity before the eligible start date
  • submit an application late
  • exceed application limits
  • have any key personnel with an overdue acquittal
  • are a staff member of DLGSC (staff of portfolio organisations may apply subject to meeting the Code of Conduct and Secondary Employment Policy)
  • request funding that exceeds the funding cap of the program
  • are a Portfolio organisation of the department
  • are not a Western Australian group or organisation.

How many times can I apply?

One application per provider/organisation/institution will be accepted. 

How do I apply?

Please apply using the Online Grants web portal.

More information on how to apply can be found in the application manual.

How will my application be assessed?

Applications to this funding program are assessed by an external peer assessment panel. There are four components of a grant application: core application questions, financial information, project outputs and support material. Each plays a significant and distinct role in creating a whole picture about your activity and tells a story about what you want to do.

All applications are assessed against the 4 criteria:

  • Quality
  • Reach
  • Good planning
  • Financial responsibility

Each has a weighting and a subset of dimensions with definitions. More information about the dimensions and definitions, which have been developed by artists and creatives representing their sector, can be found in the application manual.

Assessors will consider your application against the relevant dimensions and definitions and allocate a weighted score for each of the four criteria. 

To be awarded the maximum amount of funding your activity must meet all program objectives and program priorities. All other applications must align with all program objectives, and three program priorities. 

The department may provide moderation advice to the Minister for Culture and the Arts taking into consideration a balance of policy objectives, artform, sector role, size, geographic spread and community reach. 

The panel recommendation and the department’s moderation advice will be submitted to the Minister for Culture and the Arts for approval. Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.

Quality

Dimensions of quality

Imagination, authenticity, originality, inquisitiveness, excellence, captivation, relevance, innovation, challenge, risk and rigour.

Weighting 35%

Definition

Quality refers to the level of artistic and cultural significance of the activity. Quality may be demonstrated by, but not limited to; examples of previous work, sector support, timeliness of the work and a strong history in your area of practice. It may also be demonstrated through the skills and experience of the people involved in the activity, and the alignment of those skills and experience to deliver the project.

Reach

Dimensions of reach

Diversity, platform, collaboration, leverage, number and growth.

Weighting 20%

Definition

Reach refers to the level of impact the activity is likely to have. Reach may be demonstrated by including information for: networking opportunities, relevant marketing and promotional strategies, number of participants and the potential increase in audience or markets.

Good planning

Dimensions of good planning

Realistic, achievable, considered, demonstrated research and/or consultation, evaluation.

Weighting 25%

Definition

Good planning refers to the level of consideration which has been given to practically undertaking the activity. Good Planning can be demonstrated by, but not limited to; carefully considered preparation, confirmation of key personnel, a realistic timeline and achievable outcomes, documented research and/or consultation, and a process of evaluation.

Financial responsibility

Dimensions of financial responsibility

Value, comprehensive budget, financial self-sufficiency.

Weighting 20%

Definition

Financial responsibility refers to the sound management of the budget. Financial responsibility can be demonstrated by but is not limited to; efficient use of resources, reasonable expenses and an accurate and comprehensive budget. Other sources of income have been considered and included where appropriate and the activity goes some way towards self-sufficiency.

Four components of your application

There are 4 components of a grant application: core application questions, Project Outputs, financial information and support material. Each plays a significant and distinct role in creating a whole picture about your activity.

Core application questions

Your answers to the core application questions should give assessors a concise overview of your activity. Each question has a 1500-character limit. You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback.

Respond to the following questions with reference to the assessment criteria, program objectives and relevant key program priorities:

Q1. What is the activity you are planning?

Provide a summary of the activity and the key elements. Outline the relevance of the activity to your organisation and target groups, and how this aligns to your organisation’s vision.  

Q2. How will your activity enhance creativity, learning, health and wellbeing?

Describe why your activity is relevant to the creative learning landscape within Western Australia, with reference to the program objectives and key priorities relevant to your activity and community. Consider how the activity will assist in building sustained, meaningful engagement with the activity partners and creative learning sector (creatives, teachers, school leadership, school community, corporate and philanthropic partners, government agencies).

Q3. Who are the key creatives and collaborators, and what are their roles in the activity? 

Outline how key personnel, partners and collaborators will contribute to the development and/or delivery of the activity. Describe how the activity will impact creatives’ professional learning, creative practice and/or networks, and wider creative learning community.

Note: You can attach brief CVs, biographies or profiles demonstrating the experience of the creative personnel in your support material. 

Q4. How will you plan, manage and deliver the project? (Note: You must include a COVID-19 Contingency plan with your support material.)

Provide a summary of the key milestones in your activity planning and delivery, the key stages of the activity and who will be responsible. You must also include a COVID-19 contingency plan in your support material. This plan IS NOT counted as part of your text support material limit. Information on COVID-19 Safety Plans and Guidelines.

Note: Further information can be provided in the support material through a project plan.

Q5. What outcomes will be achieved?

Outline the expected outcomes that will be achieved through the development and delivery of the activity. These may be fixed outcomes or processes. Demonstrate how your outcomes align to the objectives and priorities of the program, including how you intend to measure and evaluate your activity.

Project Outputs

You are required to provide relevant Project Outputs. An output is a specific measurable thing that is generated by your project. This information will be considered as part of your application and provide further clarity about your project for the assessor. The outputs also provide important data for the department for research, analysis and advocacy purposes.  

You only need to provide outputs for the categories and items relevant to your project.   

If your application is successful, you will be required to report against your planned Project Outputs in your acquittal report.  

Please contact us if you have any questions.

Financial information

The financial information in your budget helps to demonstrate that all elements of your activity have been considered, thoroughly researched and costed. A good budget also provides confidence for the department that your activity will be a sound investment for the State of Western Australia.

You should indicate which expenditure items you want the department to support. List those items in the ‘Additional Notes’ section of the application form’s budget page.

If you are registered for GST you should not include GST in the budget figures.

All amounts should be in Australian dollars.

Your funding request is the difference between your expenditure minus your income. To ensure this amount is calculated accurately, seek quotes for all expenditure items (whether or not you intend to include these as support material) and include all costs associated with the activity, even if they are supplied in-kind.

For each expenditure or income item you add to the budget, use the notes area alongside the item to explain how it relates to the delivery of your activity and how the cost was calculated. If relevant, include a breakdown or itemisation of costs.

Make sure you check the What can't I apply for list for ineligible items.

Expenditure

Expenditure items can vary significantly from one activity to another. Any legitimate expense that is eligible can be included in the budget.  

Do not duplicate costs in the budget form. For example, if you receive a quote for advertising which includes design, do not add an additional item for design. Simply use ‘advertising’ as the expenditure item, and add a note explaining that the cost includes design.

This program may fund up to 80% of your activity costs. You must demonstrate at least 20% income, or your application will be ineligible.

Eligible expenditure items

Administration

Expenses related to the management and administration of the activity e.g. telephone/internet, insurance, postage and stationery. Eligible expenditure items in this category may also include audit costs and accessibility costs (expenditure associated with making your activity accessible to participants or audiences with a disability).

Marketing, promotion and distribution

Costs associated with marketing to your target audience e.g. information, promotion and audience engagement activities, advertising, graphic design, merchandise photography, videography, public relations and production of marketing collateral.

Preparation, development, production and exhibition/presentation

Costs related to the remount, production and delivery of the activity or its deliverables, including the costs of presentation and exhibition. Eligible items may include venue hire, lighting hire, set construction, manufacturing costs, recording fees, rehearsal space hire, props and audio-visual costs.

Salaries, fees and living allowances

Expenditure in this category should include salaries, fees and allowances for all key personnel, with separate components itemised in the budget notes. We support appropriate rates of pay for all people involved in your activity. Refer to the following websites for information on industry standard payment rates:

If these standards do not apply to your activity then you must outline how reasonable rates have been calculated. For long-term activities, it may be appropriate to pay artists a rate based on a yearly salary for a similar kind of work. If this is the case, you need to clearly explain the rationale for the pay rate in your budget notes. 

All rates should be relative to level of experience.

Please note that organisations, such as Media, Entertainment and Arts Alliance, predominantly provide information on minimum base rates for employees engaged on a full-time, part-time or casual basis. Rates for artists and arts workers engaged as contractors will include a loading to cover the costs of being self-employed. Full-time, part-time and casual rates do not factor in these costs and should not be used when engaging contractors.

Travel and freight

Costs associated with transporting people, equipment or goods. Eligible items may include fares (taxi, airplane, bus etc.), tolls, land or air freight, and vehicle hire.

Income

This program does not fund 100% of your activity costs. You must demonstrate at least 20% leveraged income or your application will be ineligible.  

Eligible income Items

Earned income

May include ticket sales, product sales, performance fees and merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.

Corporate sponsorship

List any income received through sponsorship from corporate bodies or businesses. Income received through government sponsorship should be included in the relevant government income category.

Philanthropic donations

May include contributions from fundraising, crowdfunding, donations, gifts and bequests.

Australia Council, other Federal Government, other State Government, local government

All grants and sponsorship being sought from local, state and federal government, the Australia Council, and other government sources must be included, whether or not this support has been confirmed. If your application is to be assessed by an assessment panel, we will attempt to confirm the status of any pending funding applications directly with the funding body prior to the panel assessment. Do not include department grant funds being requested as part of this application.

Other income

If you are making a cash contribution, or someone is providing cash to the activity, list this item as a ‘cash contribution’ or similar. Include any other income source that does not fit within any of the above categories and provide enough detail to identify the income source.

In-kind expenditure and income

Some expenses may be offered to you for free or at a discount. This might be borrowed equipment, the use of a rehearsal space, donated or discounted goods or services, volunteers (including yourself), negotiated discounted fees and allowances. Anything given to your project at no expense to you is considered in-kind.

All in-kind expenditure must be included as a budget item under the in-kind expenditure category. The corresponding recognition of in-kind income is created automatically in your online application, and you do not need to enter any in-kind income budget items. The total in-kind expenditure must always equal the total in-kind income.

If, for example, you are hiring a venue, which would normally charge $2000, and you have successfully negotiated an $800 (40%) discount, you would include venue hire fee as a budget item under the expenditure category of $1200 and $800 under the in-kind expenditure category.

Additional notes

This section of the budget provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget. For example, for fees and salaries you can indicate in this section how you calculated your amount.

You should use this section to indicate which expenditure items you want the department to support.

Taxation

The Australian Taxation Office (ATO) considers any grant payment to be taxable income for the purposes of your annual income tax return. If you receive a grant you are encouraged to discuss your tax implications with your tax agent or the ATO.

Registered for Goods and Services Tax (GST)

If you are registered for GST you must show your expenditure items exclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would only show lighting hire of $500.

If you are registered for GST and your activity is funded, the department payment will include a 10% GST component to cover those items on which GST is payable.

Not registered for Goods and Services Tax (GST)

If you are not registered for GST you must show your expenditure items inclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would show lighting hire of $550.

If you are not registered for GST and your activity is funded, the department payment will include the GST component for those items on which GST is payable.

Support material

Support materials are crucial to a successful application and are essential for assessors to fully gauge the value of your activity.

It is highly recommended you pay close attention to the support material you choose to make sure it offers the best support for your application. It should help to demonstrate the four assessment criteria: Quality, Reach, Good Planning and Financial Responsibility as well as the objectives and priorities of the program.

There are 6 mandatory units of support material for the Creating Learning Partnerships. You must submit all six units.

You can select up to three additional units of support material. These units are outlined below. Please note that mandatory support materials and will not count towards your support material limits.

Within each unit there are acceptable formats and limits. You must strictly adhere to these or your application will be ineligible. Formats that are NOT eligible are: .pages, .zip, .excel, MP3s (or similar) and .eml (however screenshots of emails are ok).

As an Online Grants portal user, you must upload your support materials with your online application.

If you are submitting audio and/or video files you must upload them to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access.

Do not use Dropbox, OneDrive or Google Drive for any support material.

You can find instructions on how to use these sites at the following links:

More information about how to submit your materials can be found in the application manual.

Mandatory units of support material

Unit 1 — COVID-19 Contingency Plan(s) (mandatory)

  • COVID-19 plans are currently considered mandatory.
  • Identify any risks to your activity in the event of public health restrictions, travel restrictions, a partial/full lockdown or key personnel illness/required to isolate. In general, you could consider how you will maintain good hygiene and cleaning practices, social distancing, options for working remotely, replacement of key personnel, or postponement of activity.
  • Provide a venue COVID-19 Safety Plan (as applicable).
  • Your COVID-19 plans will not count towards your support material limits.

Unit 2 — Proposed schools (mandatory)

  • A list of proposed schools your organisation seeks to engage with over the activity period
  • Include each school’s region, suburb and postcode
  • Note: The Department of Local Government Sport and Cultural Industries reserves the right to work with successful applicants to confirm participating schools. 
Acceptable formats and limits 
  • Maximum two A4 pages (One pdf only, 5MB max per file).

Unit 3 — Project plan (mandatory)

Examples and details of material in this unit

  • A project plan outlining the activity across two (2) years. 
  • Geographical area/s in which you will be undertaking the activity.
Acceptable formats and limits 
  • Maximum 10 A4 pages (One pdf only, 5MB max per file).

Unit 4 — Organisation profile (mandatory)

  • Maximum one (1) page.
  • Brief organisational history.
  • Identify relevant experience in delivering creative learning programming.

Unit 5 — Artistic/Creative Overview (mandatory)

  • An overview of creative learning program/s and any relevant artistic programming associated with the activity.
  • Reference to relevant curriculum and/or learning areas.
  • Other associated materials further speaking to the activity.
Acceptable formats and limits
  • Maximum 8 A4 pages.
  • One PDF document containing text and up to 10 images (maximum file size 5 MB with one line of text permitted for each image).

Unit 6 — Two Year Budget/Cashflow (mandatory)

  • Maximum 4 pages.
  • One PDF document.

Non-mandatory Units of Support Material (select up to three)

Unit 7 — Video

6 minutes of video (combined total length of all video submitted for assessment).

Examples of material

  • Examples of previous work or activities.
  • Other video (for example interviews, recordings, presentations) that supports your activity.
Acceptable limits
  • Maximum 3 links.
  • Maximum 6 minutes total viewing time (all files).

If your video files are longer than 6 minutes in total, you must specify the exact minute markers the assessor should start and finish viewing.

Unit 8 — Images

10 images (combined total of all images submitted).

Examples of material

  • Examples of previous work or activities.
Acceptable formats and limits
  • maximum 10 images in one of the following formats:
    • One PDF document containing up to 10 images (maximum file size 5 MB with one line of text permitted for each image); or
    • 10 image files (maximum file-size 5 MB per image).

Note: weblinks to images online are not accepted.

Unit 9 — Text

10 pages of text (combined total number of all text pages in documents submitted for assessment).

Examples of material

  • Short biographies/profiles for key creative or artistic personnel*.
  • Participant confirmation*.
  • Quotes for major expenditure items/confirmation of fees*.
  • Business, brand, group or organisation profile.
  • Letters of peer/industry support (outside of your activity)*.
  • Reviews, media reports or articles on your previous work.
  • Evidence of confirmed events, activities or appointments*.
  • Impact reports.
  • Testimonials.
  • Confirmation of consultation and/or support from the target community/participants such as Aboriginal communities or young people.
  • Evidence of significant Aboriginal involvement, participation and decision making (where relevant).

*Can include emails as screenshots, converted to PDF. For quotes, you can take a screen shot or snip of the essential information and we would suggest up to 5 per A4 page.

Acceptable formats and limits
  • maximum 10 A4 pages of text in PDF or Word only (maximum file size 5 MB per document).

All text must be legible at 100%. If text is not legible the assessors will be unable to review this document.

Note: weblinks to this information online are not accepted.

Acquittal report

If you are successful you will be required to fill in an acquittal report when your activity has finished. An acquittal report details your activity and how you spent the grant. The acquittal report will be available for you to access in Online Grants once a copy of your signed funding agreement has been received.

Your acquittal report must be submitted within 90 days of the activity completion date as specified in the funding agreement.  

You will need to attach relevant documents, images and videos that substantiate the delivery of the activity and that may demonstrate the impact and outcomes achieved.

The report will also include your activity budget and you will be required to enter all the actual figures against each budget item and add any additional items not in the original budget. Variations between budget and actual figures are acceptable; however, you must provide an explanation for large variations in the Notes for that item. As you enter actual figures, the activity profit/loss will be automatically updated and displayed at the top of the Financial Information page.

The funding acquittal report also includes the option to provide feedback to help us to continually review and improve the service we provide.

If you are successful prior to your acquittal you will be required to submit a mid-project report by the end of the 2023 calendar year.

How to identify disadvantage?

The Department of Local Government, Sport and Cultural Industries takes into consideration various levels of disadvantage including economic, social and/or geographic. 

Identifying economic and/or social disadvantage in line with the Australian Curriculum Assessment and Reporting Authority (ACARA) considers the measure known as the Index of Community Socio-Educational Advantage (ICSEA). A school’s ICSEA indicates the average educational advantage of the school’s students and is calculated using information about a parent’s occupation and education, school geographical location and the proportion of Indigenous students. 

Additional to social and economic disadvantage, areas of geographic disadvantage include:

  • Outer metropolitan Perth 
  • Peel
  • Wheatbelt
  • South West
  • Great Southern
  • Goldfields/Esperance
  • Mid West
  • Gascoyne
  • Pilbara
  • Kimberley.

Assistance for applicants

More information on how to apply can be found in the application manual.

Grants Officers are available via telephone and email to answer queries about applications and suitability of activities to specific programs.

If you need extra assistance due to disability, language barriers or any other factor that may disadvantage you in completing your application, please contact us.

The advice provided by Grants Officers does not guarantee the success of your application.

Due to the high number of applications received, each funding round is highly competitive.

All applications are considered on their own merits and against the assessment criteria and program objectives.

Contact us

Online Grants portal technical support

For assistance using Online Grants or to report any related technical issues, contact the Online Grants Support Team: onlinegrantsupportca@dlgsc.wa.gov.au

Grants Officers

For enquiries relating to this funding program, including advice or assistance with your application, contact a Grants Officer: 

Telephone 61 8 6552 7400
Toll Free (Country WA callers only) 1800 634 541
Email grantsprogramsca@dlgsc.wa.gov.au 

 

Assistance for people with disability

The department is committed to supporting applicants with disability. Information can be provided in alternative formats (large print, electronic or Braille) upon request.

If you require special assistance in preparing your application, please call 61 8 6552 7400 or toll free for regional WA callers on 1800 634 541 .

Family, friends, mentors and/or carers can attend meetings with you.

If you are deaf, or have a hearing or speech impairment, contact us through one of the following:

Interpreting assistance

For interpreting assistance in languages other than English, telephone the Translation and Interpreting Service on 13 14 50 and ask for a connection to 6552 7400 or 1800 634 541.

Regional applicants

Toll Free (Country WA callers only): 1800 634 541 

Email the Grants Officers: creativelearning@dlgsc.wa.gov.au

Page reviewed 20 October 2022
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