1. Most recent accounts- Reserves are reasonable given the size of the organisation and these are in line with any reserves policy you hold. We would usually expect between 3-6 months running costs. Organisations with significant reserves may be asked to explain why these reserves cannot be used to cover the cost of the activity. If you would like the opportunity to explain the level of your reserves, please do so on a word document attached to your covering email.- Income and expenditure is properly explained. The VVU will note whether there are significant differences in expenditure from one year to another, and whether your organisation could pay all creditors from bank balances.
- Restricted funds are not in deficit and, if they are, these are explained.
- The Auditor's (or Independent Examiner's if a smaller charity) organisational and financial review does not highlight any significant concerns.
- Funding sources are diverse and that your organisation is not dependant on a particular funding stream that may be at risk.
2. Governing documents (these need to be in place and may need to be submitted upon request by the VVU)
- Legal framework is applicable to aims and activities
- Proposed activities fall within the group's charitable objectives
- Definitions of abuse and signs of abuse and a description of how abuse is different for adults (if working with both children and vulnerable adults)
- Procedure for reporting safeguarding concerns
- Procedure for handling cases of disclosure revealed by the DBS checks
- The name of the person responsible for child protection
- The name of the local safeguarding board
- Up to date GDPR policy and procedures
- All staff, volunteers, and trustees who are working directly with vulnerable adults and/or children should have the appropriate DBS checks, and there is an understanding of when enhanced DBS checks should be carried out.
- All staff, volunteers and trustees (including those who work indirectly with vulnerable adults and/or children) receive safeguarding training.
- Risk assessments are carried out to ensure vulnerable adults and/or children in your care are safe.
- Frequency at which the policy is reviewed (suggest annually)
3. Equality and Diversity policy
- References the Equality Act 2010
- Should cover age, being married or in a civil partnership, being pregnant or having a child, disability, race, religion,/beliefs or lack thereof, gender, sexual orientation, being or becoming a transsexual person.
- Equal access to services and employment.
- Preventing harassment and ensuring everyone is treated equally.
- Complaints are dealt with fairly.
4. Additional checks
The last three month's bank statements:
If you are a voluntary organisation then please be ready to submit these if you are asked for them at the shortlisting stage. They must be in your organisation's name and the account have at least two unrelated signatories. If signatories are related, a bank mandate should be provided preventing them from signing together.
Best Practice checks:
The VVU will make the following best practice checks on your organisation using publicly available sources such as the Charity Commission and Company House records. These must evidence:
- A minimum of three unrelated trustees
- That no returns to either organisation are overdue
- There is not a proposal to remove your organisation from either register
- The registered address is the same as on the application form
- That any serious incidents of safeguarding or fraud have been reported
- That Charity Commission and Companies House check will also be carried out on partnership organisations where relevant.
