Part 5 – The Applications Process
Applications for grants will only be accepted through the On-Line Application Form which can be found under the link “Grant Application Form.” Bids should be submitted at least two months prior to the start of the expedition. Exceptionally, late bids may be considered.
The online form has the facility to save partially completed forms, so applicants are advised to start completion as early as possible.
Formal approval of the expedition by the appropriate Service or Cadet Authority, and political clearance where necessary, is normally required. The sponsoring officer (usually the Unit or Establishment Commanding Officer) is to certify on the On-Line Form that the expedition has that approval, and will be conducted in accordance with the regulations of the appropriate Service authorities. Applications should be submitted on time even if political clearance and confirmation of numbers have to follow.
A grant may take the form of:
- A ‘top-up’ grant, providing flexible and responsive financial support for expeditions unlikely to attract external sponsorship, in order to help make the opportunity affordable to all members of a unit (a ‘top-up’ grant).
- A ‘pump-priming’ grant, providing early funds for major, high-profile and costly expeditions during the early critical phase of a project, to enable planning to proceed. These expeditions would normally be ambitious and remote, with senior level endorsement of the parent service, and / or an appropriate service association, club or learned society. Such endorsement together with a grant from the Ulysses Trust provides potential to attract further financial sponsorship and support. In such cases, and certainly if considering a bid of more than £7500, expedition planners should contact the Operations Director as early as possible and before submitting a formal application, for an informal discussion on the support that the trust might be able to provide.
Applicants should note:
- Grants are made for the support of a specific expedition as outlined in the unit application. However, it must be used exclusively for that expedition; it may not be used for payments to other sponsors or charities.
- How the grant is used is then up to the discretion of the Expedition Leader and Unit Commander. It need not be used to reduce individual participant contributions uniformly, but may be directed towards those whose need is greatest, in the judgement of the Grant applicant.
- Applicants are advised to ask for what is needed and not to inflate the sum on the basis it may suffer a percentage cut. A realistic, well-justified application will be better received.
- Grants of up to £7,500 may be authorised by the Applications Committee; grants in excess of this require the authorisation of the Trustees. In the latter case, supplementary information may be requested, so late applications will rarely be considered.
- Organisers of expeditions involving major up-front costs are advised to discuss their plans with the Operations Director at [email protected] as early as possible and prior to submitting an application in order to determine the extent of UT’s possible involvement.
- It is particularly important that all applications include comprehensive and robust income and expenditure totals for all eligible participants, although it is appreciated that in pump-primer applications, figures may be estimates. It must include the total of the expected personal contributions from all entitled (Reserve or Cadet) expedition members.
- The Ulysses Trust does not, as a rule, support competitive sports, package holidays, or expeditions whose principal objective is to fundraise for other charities. The Applications Committee will however consider exceptions where the challenge or adventurous component justifies this.
- Normally, an expedition will be distinct from Adventurous Training activity on Annual Camps. However, in the case of Cadets, such activity on Annual Camps may be considered for support, if not eligible for support by public funds and accompanied by a convincing case.
- The Trust does not support civilian expeditions, but it may support participants in civilian expeditions, provided their participation has unit or HQ sponsorship with appropriate service authorisation. Individuals participating in expeditions for whom a JSATFA or equivalent service authorisation is inappropriate, will need to provide additional information to their application (in CO’s Comments Box) to cover the issues of insurance and legal liabilities.
- Certain fields must be completed to allow submission – such as those relating to Free School Meals for Cadets. For VR and UOTC applications, the figures will be zero.
- Applications should be carefully scrutinised for accuracy before final submission. Applicants will be notified by e-mail of the status of their submission.
Click here for the Grant Application Form