Managing an Application

Introduction

This topic provides information about managing applications for community work (CW) agency funding.

Responsibility

The area manager considers and makes a decision on all applications for CW agency funding.

Note: Considering applications immediately may be more manageable but there is a risk decisions will be made independently of other applications. This could impact on the working relationship with some agencies who may not be approved due to an unavailability of funds by the time they apply.

Receiving the application

Once an application from an agency has been received:

• a letter of acknowledgement must be sent (including giving an approximate decision date)
• a unique ID number must be assigned.  This will be made up from the Area/Year/Index combination in AAA/YY/NNN format.

Example: The first application into the Wellington area in 2009 will have a unique ID of WLG/09/001.

Appplications that won't be considered

Applications will not be considered where requests are made for resources and/or grants that:

• are not related to providing work for community work offenders
• are for heavy equipment hire that may be in breach of health and safety regulations
• could compromise the integrity of the sentence and/or the Department.  

Note: The area manager should not approve more than two applications each year, for each agency and the total funds granted must not exceed $500.00 (+gst for resources) each agency each year

Requirements

The agency must have:

• an up-to-date annual review and has been assessed as suitable under s63 of the Sentencing Act 2002 
• provided a complete and accurate application form
• no outstanding issues that may compromise the integrity of the sentence or the Department.

The area manager will need to be satisfied the agency has requested funding that:

• will not compromise the health and safety of the offender
• is in proportion to the numbers of offenders placed with the agency
• is likely to increase muster capacity
• will encourage agency involvement and be an incentive to maintain a working relationship with CPPS.

Applications for petrol vouchers

Petrol vouchers are for agencies who provide transportation to offenders and for agency staff who undertake travel for the purposes of supervising these offenders.

When reviewing applications for petrol vouchers, the area manager should consider the:

• number of offenders and/or agency staff travelling
• distance travelled
• vehicle size.

National agencies

If one organisation supports community work offenders in several areas, each local branch may make applications.

Note: If one agency manages the same offenders across several area boundaries such as Auckland and Manukau, these agencies are only eligible for funding in one area.

After a decision is been made

After a decision has been made:

• a letter is sent to the agency with the outcome of the application.
• a copy of the completed application form is sent to BIP who will record the decision and order resources/debit funds as appropriate.

Note: If the application is successful, the decision letter must request the agency confirm receipt of the resources/grant.