Guidance Notes

Completing the form

These guidance notes should be read in association with the Application Form.

Qualifying Category

This is the most important box to complete in the Application Form because it will decide whether or not your application does meet with the charitable purposes defined for the Trust.

Choose one category from the following that matches with the work or service you provide and use it to complete the Qualifying Category:

* Sport: encouraging and increasing public participation in sport (activities which involve physical skill and exertion)

* Recreational facilities: the provision or organisation of recreational facilities (buildings, pitches or similar) with the aim of improving the conditions of life for the people for whom the facilities are primarily intended. This is only in relation to facilities which are:

  • primarily intended for people who need them due to age, ill-health, disability, financial hardship or other disadvantage
  • available to members of the public at large

* Animal welfare: for the advancement of animal welfare

* Health: the advancement of health, including prevention or relief of sickness, disease or human suffering

* Culturesupporting the heritage - tangible or otherwise - of Scotland, through projects that encourage participation in and preservation of Scotland's distinctive culture.

If your application does not meet one of these five criteria, it will be rejected without further consideration. Likewise, if the sum asked for is above £25,000, the application will not be considered. Please note that meeting one of the five categories does not guarantee funding as awards are made at the discretion of Trustees and their decision is final.

The Trust will not fund individuals or commercial activity nor can it sponsor you if you are undertaking an event to raise money for a charity.

1. Organisation details

  • Name of group/charity: this should be the full name of the applicant group/charity.
  • Charity number: this must be provided if a registered charity.
  • Date established: when was your group/charity set up?
  • General activities of your organisation: it is useful to have an overview of what you do, including your purpose.
  • Describe the make-up of your committee/board, including any paid staff: this is helpful in giving an indication of the size of your organisation and lets us see what structure there is – tell us if there is a chairperson, secretary, treasurer etc.
  • What regulation(s) is your charity subject to: allows us to understand who may have a statutory interest in what you are doing.
  • If you work closely with other organisations: tell us who they are, what you do with them and if it is an ongoing relationship.

2. Funding request

  • How much money you need: be honest, ask for what you need.
  • What you need the grant for: briefly describe the purpose of any award from the Trust, essentially what you will do with it should you get it.
  • How will the money be spent: please if you can break down the costs, showing what the money will be spent on, you should. 
  • Do you have any funding/applied elsewhere, provide details of amounts applied for: having funds from elsewhere or applying for monies from other sources will not impact on this application. But it does help us get an idea of how you are planning to secure monies to achieve your goals.
  • Describe your organisation’s current financial position: it is important to us to understand your financial position when it comes to making a grant so be honest.

3. What the grant will be used for

  • What will you use the grant for: be specific and brief, list things if that is easier.
  • Who will it help and how: will it allow you to do additional things, help more people or simply do what you do better – give examples and how that will benefit your target group.
  • How many people will benefit: if you can quantify the impact of the grant, then you should.
  • What types of issues will be addressed: tell us about the specific issues that your service or activity will help to tackle.

4. Evaluation

  • How will you know you are making a difference: do you have targets for the number of people you want to reach; services you will provide; or other outcomes? If so, share them with us.

5. Additional information

  • Anything else that you think we should know and is relevant to your application, use this space to do that. Do not send in any additional information unless asked to do so.

6. Privacy Policy

By submitting an application you are giving the Weir Charitable Trust consent to hold and use personal data to assess and administer any subsequent award.  
The Trust will only collect personal information provided by you in the application form.   If you are submitting an application on behalf of the organisation you must have the consent of the named individual beforehand.

For successful applications additional contact names will be requested to process the award.  Again, you must have the consent of these individuals beforehand.
The Trust will only process your information where it is necessary for our own legitimate interests, in accordance with Article 6(1) (f) lawful basis for processing personal data (under the General Data Protection Regulation or GDPR).   Specifically, we may use your information to:

  • Contact you about your application
  • Contact you about the payment of an award
  • Contact you about the progress of any award or project funded by the Trust as part of our monitoring procedures to arrange a follow up visit
  • Contact you at the end of the award to complete an evaluation report and provide evidence of expenditure.

The Trust will not share or disclose any of your personal data to third parties except when we have your permission or if we are legally required to do so, or where we appoint data processors to provide services for us.
The Trust will store all personal data and information on secure IT systems and servers and will hold your personal data in accordance with our Retention of Trust Documents schedule.
If you would like to know what information the Trust holds about you, you may submit a request to us by us. Individuals have the following rights under GDPR:

  • The right to be informed
  • The right of access
  • The right of rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object

The Trust will use reasonable efforts to supply, correct or delete personal information on your records within one month as required by law.

7. Signatory

  • Please make sure that the contact details provided in this section are those of a person who is easily contactable.  It is important that this individual is able to answer any questions that may arise in relation to this application.
  • It is essential that a member of your organisation’s committee/board (not a member of staff) completes this section and signs the declaration prior to submission of the application form.  If you are representing a charity, the address should be the same as that recorded with OSCR.

Please note: all correspondence will be addressed to this individual.

Any Questions?

Finally ... any further questions. If you are unsure about anything, in the first instance please go to the comprehensive FAQs section on our website. If after checking that you have any remaining questions, contact us and a Trust representative will get back to you.