1. Organisations Eligible to Deliver

The types of organisations that Cycling UK considers eligible to deliver the project and apply for grant funding are:

• Commercial Businesses (Limited Company or Sole Trader)
• Community Council / Development Trust
• Local Authorities
• Not for Profit organisations i.e., Registered Charities, Social Enterprises, Community Interest Companies
• University or Higher Education

Please note:

• We cannot pay grant funds into a personal bank account. If you are applying for a small grant, you will need to access an organisational or business bank account.
• If you are a sole trader without a business account, at our discretion we may request additional information to verify your trading status.
• Organisations MUST have a public liability insurance policy and be able to provide Cycling UK with a valid copy of the policy when requested. The validity of the policy must be at least until the delivery period ends on 31st March 2023. The policy holder MUST be identified in the insurance policy as an organisation eligible to provide the cycling activities as detailed in their grant application.
• Organisations must be registered and active in Scotland.
• Cycling UK reserves the right to approve or reject an application based on any information submitted, or any information that Cycling UK currently has or acquires regarding an organisation applying to take part in the project.

2. Application information we require you to submit

Before filling in your application, please read Schedules 1 and 2 of the Terms and Conditions (at the end of this document). This will ensure you understand the Delivery Plan in full.

The type of information you will need to provide when applying, is listed below with a brief description of each:

2.1 About your organisation

In this section we require the following details:

• Organisation name, address, local authority and postcode
• Year established, number of active volunteers and number of paid employees

2.2 Contact details

In this section we require contact details for your organisations:

• Primary contact: name, contact telephone number, email address and role in your organisation
• Secondary contact: name, contact telephone number, email address and role in your organisation. Please ensure your secondary contact is aware of your Shift project.
• Social media addresses: Website, Facebook, Twitter and/or Instagram

For Community cycling activities grants please go to Section 3, then Section 5.

For Business delivery services grants please go to Section 4.

3. Community cycling activities grant

1.1 Type of organisation

In this section, please indicate which type of organisation you are. The helps us to report details about our partners to our funder. This information is not used to determine how funding is allocated.

3.2 Your Shift project

In this section, please provide details regarding your Shift project. This information will help us make funding decisions.

3.2.1 Your participants:

• Estimated participants: provide an estimate of the number of people that will be reached through all your Shift funded activities. This can include the total number of attendees at an event (e.g. include everyone who came to a Dr Bike event, not just the number of bikes fixed), include children who attended family rides, webinar attendees etc.
• Your target group(s): please tell us about any specific groups your activities aim to support:
  • Black, Asian, Ethnic Minority Community
  • Economically deprived community
  • Families
  • Over 65s
  • People identifying as LGBTQ Plus
  • People identifying with physical or mental impairments
  • Rural community
  • Under 25s
  • Veterans
  • Women
  • No specific focus
  • Other (please provide a description)

3.2.2 Your Shift project overview

Please describe your Shift project and give an overview of the activities you intend to deliver (up to 250 words).

3.2.3 Your Shift activities & resources

RIDE: please select the core activities and support resources you plan to deliver/use:

• Core activities:
  • Led Rides
  • Short Journey Workshops (we expect a minimum of 3 workshops to be delivered)
• Support resources:
  • Planning and Delivering Sessions
  • Shift and Behaviour Change
  • Worksheets and Games

You must then select at least one core activity and one support resource from BIKE READY and / or LEARN:

• BIKE READY: please select the core activities and support resources you plan to deliver/use
  • Core activities:
    • Accessory purchase
    • Bike Hire and Loans
    • Bike Try Out
    • Community Event (primarily for rural communities)
    • Dr Bike
    • Security Bike Marking
  • Support resources:
    • Accessory Advice
    • Bike Security Advice
    • Buying a Bike Advice
    • Ready to Ride Advice
• LEARN: please select the core activities and support resources you plan to deliver/use
  • Core activities:
    • Adaptive Cycle Training
    • Cycle Ride Leader Training (if this is selected then we expect you to also deliver a minimum of 5 led rides)
    • Essential Cycle Skills Training
    • Roadside Repair Training
  • Support resources:
    • Knowledge Guides

3.2.4 Please then tell us other information regarding your application

• Any other activities you plan to deliver as part of your Shift project
• When you plan to run your activities (this must be within 3 months of receiving your grant)
• Anything else we should know about your team, your delivery plans, the community where you are delivering, the workplace you are working with and/or whether this forms part of a wider Active Travel initiative that your organisation is delivering

3.3 Budget breakdown

Please read Schedules 1 and 2 of the Grant Agreement (at the end of this document) to ensure you understand the Budget and Expenditure plan.

We are unable to pay funds into personal bank accounts, at our discretion we may request additional information to verify your trading status.

Please provide a breakdown of your Shift budget ensuring it is within the budget limits:

• Accessory purchase: 30% of total grant value
• Community events: 30% of total grant value
• Refreshment costs: 5% of total grant value
• Staff time: £12 or less per hour
• Transport costs: 5% of total grant value
• A single activity: 50% of total grant value

Please tell us the total value of the grant you are applying for; it must not exceed £1,500.

You must then detail your budget items for RIDE plus BIKE READY /and or LEARN. For each item, please include the item description and cost so we can understand how your budget is constructed.

The items you can choose from are:

• RIDE: Led Rides
• RIDE: Short Journey Workshops
• BIKE READY: Accessory purchase
• BIKE READY: Bike Hire and Loans
• BIKE READY: Bike Try Out
• BIKE READY: Community Event
• BIKE READY: Dr Bike
• BIKE READY: Security Bike Marking
• LEARN: Adaptive Cycle Training
• LEARN: Cycle Ride Leader Training
• LEARN: Essential Cycle Skills Training
• LEARN: Roadside Repair Training
• Other… please provide a name and description

Here is a table to help you can use to help you calculate your budget:

Item	Cost (£)
RIDE: Led Rides
RIDE: Short Journey Workshops
Budget Item 1
Budget Item 2
Budget Item 3
Budget Item 4
Budget Item 5
TOTAL

Remember there must be RIDE activities included in your budget and please check your budget breakdown equals the total value of the grant you are applying for. Any errors will require resubmission of your application

3.4 Data Collection and Monitoring

You are required to collect the name and email address from all attendees.

Collecting this data allows us to survey participants and their responses enable us to report back to Transport Scotland and will influence further investment in Shift every year.

You are required to return this data no later than 5 business days after each activity.

Data collection, storing and returning responsibilities are detailed in Schedule 2 of the Grant Agreement (at the end of this document).

4. Business delivery services grant

4.1 Type of organisation

In this section, please indicate which type of organisation you are. The helps us to report details about our partners to our funder. This information is not used to determine how funding is allocated.

4.2 Your Shift project

In this section, please provide details regarding your Shift project. This information will help us make funding decisions.

4.2.1 Your Shift project overview

Please describe your Shift project and give an overview of the activities you intend to deliver (up to 250 words).

4.2.2 Your activities

Please select all the activities you plan to run:

• Accessory purchase
• Cargo bike hire
• Cargo bike training
• Deliveries
• Other…. (please provide a description)

4.2.3 Your deliveries

Please confirm:

• the number of customers you expect to reach with this grant
• what other data you will record to measure the success of your Shift project e.g. Fuel costs saved, miles travelled, number of journeys taken
• when you plan to start your deliveries. This must be within 3 months of receiving your grant.

4.3 Budget breakdown

Please read Schedules 1 and 2 of the Grant Agreement (at the end of this document) to ensure you understand the Budget and Expenditure plan.

Please provide a breakdown of your Shift budget ensuring it is within the budget limits:

• Accessory purchase: 30% of total grant value
• Refreshment costs: 5% of total grant value
• Staff time: £12 or less per hour
• Transport costs: 5% of total grant value
• A single activity: 50% of total grant value

Please tell us the total value of the grant you are applying for; it must not exceed £1,500.

Here is a table to help you can use to help you calculate your budget:

Item	Cost (£)
Accessories
Cargo Bike Hire
Cargo Bike Training
Deliveries
Other
TOTAL

Please check your budget breakdown equals the total value of the grant you are applying for. Any errors will require resubmission of your application.

5. Grant Agreement and Acceptance

5.1 Grant Agreement

Please read our Grant Agreement carefully. Key terms and conditions to note - the Grant Recipient will:

• have public liability insurance covering all risks they may incur in delivering their Shift project
• keep accurate and up-to-date accounts and records of all payments related to the Funds received
• ensure any promotion of the Scheme includes the supplied branded imagery and must conform to Cycling UK's branding guidelines
• return all monitoring data on a regular basis and for Community cycling activities within 5 business days after an activity has been delivered

Cycling UK reserves the right to reclaim the Funds if after 3 months of it being paid either:

• none or a limited amount of activities have been delivered; or
• none or a limited amount of participant & activity/delivery data has been returned

All activities and deliveries must be completed by 28 February 2023.

Acceptance of these terms and conditions is required for Cycling UK to pay you a Shift grant.

Please confirm:

• you have a Safeguarding Policy for your organisation (if it is required)
• you will have adequate insurance to cover the activities you will be delivering
• you agree to the Delivery Plan and Budget Expenditure (Schedules 1 and 2 as outlined in this document)
• you have read and agree to the Grant Agreement

5.2 Bank details

• Bank details: Please upload a copy of your bank statement for the bank account the grant will be paid into. You must ensure that your account number, sort code, business trading name, bank logo/name/address, are clearly visible or your application may be delayed. Funds cannot be paid into a personal bank account.
• Grant acceptance: Please sign your acceptance of the grant payment by uploading your signature, confirming your name and role in the organisation.
• The following file formats are accepted: .gif, .jpg or .png. A photograph of your signature is sufficient.

6. The application process and qualifying conditions

Organisations can apply from 23 May 2022 by discussing their application with their Cycling UK Development Officer then submitting an online application.

The application process will remain open until all the grant funding has been awarded, at the latest this will be 31 January 2023.

Once an application has been submitted, Cycling UK will review the application and the following qualifying conditions will be considered, but are not limited to:

• Eligibility to deliver
• Ability to deliver the Delivery Plan and Evaluation Requirements
• Ability to comply to our general conditions

You will receive a response to your application within three weeks following submission of the application. Cycling UK will provide one of three outcomes to all applicants:

• Approval – an application has been approved in full.
• Rejected – an application has been rejected in full or partially, and where possible and appropriate, reasons and decisions will be provided.
• On Hold – an application has been put on hold, due either to a lack of or clarity of information, or to discuss issues or concerns that have arisen by either party.

Approval

If an application is approved, the contact provided on the submitted application will receive a formal Offer Letter by email correspondence confirming that the application has been approved. Grant payments will be made within 3-5 working days following your receipt of the Offer Letter.

Rejected

If an application is rejected, it is not intended that this outcome will reflect on future applications, unless other notification or advise is provided.

If you have any questions regarding your application, then please contact your local development officer. Their details can be found on our website or contact the Shift Project Team at shift@cyclinguk.org.

Schedule 1 – Grant Payment and Expenditure

Agreed Budget Expenditure Plan

The purpose of your grant approval is to support the delivery plan (described in Schedule 2 below). Your agreed budget plan may consist of all reasonable and necessary costs for these activities and may include the following:

Community cycling activity grant:

Accessory Purchase:

All accessories must be assets for your organisation. Permitted accessories are:

• Bike panniers and pannier racks
• First aid kits
• Helmets
• Hi-viz
• Inner tubes
• Locks
• Lights
• Multi-tools and puncture repair kits
• Trailers

Costs for delivery of:

• Bike Hire and Loans
• Bike Try Outs
• Community Events (primarily for rural communities)
• Dr Bike
• Security Bike Marking
• Training (including venue and refreshment costs):
  • Adaptive cycle training
  • Cycle ride leader training
  • Essential cycle skills training
  • Roadside repair training
• Led rides
• Short journey workshops

Business delivery services grant:

Accessory Purchase:

All accessories must be assets for your organisation. Permitted accessories are:

• Bike panniers and pannier racks
• First aid kits
• Helmets
• Hi-viz
• Inner tubes
• Locks
• Lights
• Multi-tools and puncture repair kits
• Pumps
• Trailers

Costs for delivery of:

• Cargo bike hire
• Cargo bike training (including venue and refreshment costs)
• Delivering

Other permitted expenditure:

• Insurance
• Staff time
• Transportation costs

Budget limits

The following items must not exceed the following budget limits:

• Accessory purchase: 30% of total grant value
• Community events: 30% of total grant value
• Staff time: £12 or less per hour
• Transport costs: 5% of total grant value
• Refreshment costs: 5% of total grant value
• A single activity: 50% of total grant value

Required activities:

The scheme has activity selection requirements as follows:

• Funding for Cycle Ride Leader Training requires the delivery of 5 or more led rides
• Funding for Short Journey Workshops requires the delivery of 3 or more workshops

Payment Schedule

Approved grants will be paid via BACS transfer.

Grant payment

We cannot pay Funds into a personal bank account. If you have applied for a grant you'll need access to an organisational or business bank account. If you are a sole trader without a business account, at our discretion we may request additional information to verify your trading status.

Schedule 2– Proposal and Scope of Services

Delivery Plan

You agree to deliver the programme as documented on your application submitted; or to deliver the programme as documented in any additional information provided after your application was submitted; or to deliver the programme as documented in any editions or alterations after your application was submitted.

We expect organisations to agree to the following:

• Your organisation is accountable and responsible to ensure that all bike mechanics, those repairing bikes and offering maintenance safety checks, hold appropriate and valid qualifications or are suitably experienced and competent to do so.
• Your organisation is accountable and responsible to ensure that all bike mechanics carry out all repairs under good workmanship knowledge and work to best practise guidance, not limited to but in particular with regards to:
  
  Job Sheets - Cycling UK recommends that all bikes repaired at every Dr Bike session, are documented on a job sheet. At a minimum, records should include: the date and time of the repair, the bike identifier, the bike owner, which repairs where undertaken and to confirm all legal safety requirements were met.

Risk Assessments

Cycling UK recommends that all activities are sufficiently assessed for all risks and dangers that may impact the public.

Adhering to Covid-19 Guidance

Due to the risks associated with COVID-19 Scottish Government have outlined detailed guidance for businesses to adhere to.

More information on the guidance in Scotland can be found on the Scottish Government website: gov.scot/collections/coronavirus-covid-19-guidance.

Activities and Insurance

Organisations who are providing cycling activities must have a public liability insurance policy and be able to provide Cycling UK with a valid copy of the policy when requested. Organisations cannot hold Cycling UK liable for, including but not limited to, incidents, accidents, harm, damages, additional costs or any consequences, whether direct or indirect, that have come about through participating as a Partner to deliver the programme.

The validity of the policy must be at least until the Grant Period ends. The policy holder must be identified in the insurance policy as an organisation eligible to carry out cycle repairs and maintenance.

Policies and Procedures

Cycling UK may ask to see a copy or copies of relevant policies and procedures such as but not limited to, safeguarding policy, data protection policy, risk assessments, job sheets and grant expenditure receipts.

Discrimination

Both parties agree that neither shall unlawfully discriminate on the grounds of gender, race, disability, age, sexual orientation or religion and belief when engaged in any of the activities detailed under this agreement.

Data Agreement

Your organisation agrees to the following delivery conditions:

Data: collecting and storing

• For each Shift activity, you MUST ask all beneficiaries to provide their:
  • email address
  • postcode
  • consent
• You MUST ask all beneficiaries if they wish to opt-in to be contacted by Cycling UK, but this should not be enforced as a requirement to receive a FREE service.
• Ensure that all beneficiaries details are kept in a secure, locked place; with the minimum number of people, and only those people in your organisation who are authorised to handle data, having access to it.

Data: returning process

• Return all Beneficiary details to Cycling UK via a specified electronic data collection method on a regular basis, no later than 5 business days after each activity.

General

• Cycling UK is the data owner, until and if Cycling UK agrees that a data sharing can exist with the Partner, but only upon the signing and returning of a data sharing agreement.
• Both parties shall abide by the GDPR in respect of all Personal Data collected. Both parties shall be Data Controllers.
• Each Party will keep confidential all information obtained from each other party, in any form, that is confidential in nature, or expressed to be confidential and will not disclose that information to any third party.
• You agree and understand that Cycling UK may wish to use details of your project, outcomes and quotes in promotional or publicity material.
• Cycling UK reserves the right to reclaim the grant if the delivery of activities has not commenced within 3 months of the grant being paid.
• Cycling UK reserves the right to reclaim the Funds if:
  • none or a limited amount of Shift activities have been completed; or
  • none or a limited amount of Beneficiary data has been collected and returned within 3 months of the grant being paid.
• If at any time during a previous delivery period of Shift, none or a limited amount of data has been returned, Cycling UK reserves the right to reject any application.