1. sports

Pre-Application Manual – Year 4
West Yorkshire Sport –Deliverers Manual
Index
Contacts
3
1. Introduction
4
2. What is Sportivate
2.1
Headline aims of Sportivate
2.2
Snapshot
2.3
Sports
2.4
Target Groups ________________________________________________
4
4
4
4
5
3. Sportivate in West Yorkshire
3.1
Management of Sportivate
3.2
Evidence of Demand
3.3
Weekly Coaching Sessions
3.4
Sustainability / Exit route
3.5
Delivery Model
5
5
5
5
6
6
4. Applying for Sportivate Funding in West Yorkshire
4.1
Completing the Sportivate Plan
4.2
Support with your Application
4.3
Timescales
7
7
7
7
5. Funding
5.1
Eligibility for Funding
5.2
What Sportivate will fund
5.3
Reduction in delivery funding
8
8
9
9
6. The Role of Key Partners/ People You May Want To Contact
6.1
National Governing Bodies
6.2
Schools, Colleges and Higher Education Institutions (HEIs)
6.3
Coaching Development Manager
6.4
Local Authority Sports Development Teams
6.5
Other Local Government Partners
9
9
10
10
10
10
7. Evaluation of Sportivate
7.1
Sportivate Targets and Funding
7.2
Data Collection and Reporting
7.3
Sustained
7.4
Qualitative Data
10
10
11
11
11
8. Safeguarding in Sportivate – Coaching West Yorkshire
11
9. Communication in Sportivate
9.1
Market Segmentation
9.2
Finding Potential Participants
9.3
Participant Engagement
9.4
Barriers and Motivations
9.5
Marketing
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13
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West Yorkshire Sport –Deliverers Manual
Useful Contacts
WYS – Gillian Brown - Sportivate Lead Officer
West Yorkshire Joint Services, Nepshaw Lane South, Leeds, LS27 7JQ
Email: gillian.brown@wysport.co.uk
Tel: 0113 3939950/07794 248083
District Co-ordination
Each District has a co-ordinating body and contact for activity providers in each area, to provide
information and support. The role of the district co-ordinators is to ensure the continuation of the
planning process, to liaise with all parties who are committed to the programme and to co-ordinate
the flow of information from those delivering activities through to West Yorkshire Sport.
Bradford – Bradford Council
Paul Evans – Community Sport and Active Development Officer
Bradford MDC - Community Sport and Active Development Unit
The Leisure Centre, Victoria Park, Hard Ings Road, Keighley, BD21 3JN
Email: paul.evans@bradford.go.uk
Tel: 01535 681763 / 07582 104790
CYP Supporting Officer – Halima Khan – Halima.khan@wysport.co.uk
Calderdale – Calderdale Council
Dawn Treanor – Sport and Activity Development Coordinator
Safer and Stronger Communities Directorate
Activity and Community Development, Shay Stadium, Shaw Hill, Halifax, HX1 2YT
Email: dawn.treanor@calderdale.gov.uk
Tel: 01422 264742
CYP Supporting Officer- Laura Mudge – Laura.mudge@wysport.co.uk
Kirklees – Kirklees Council
Ashley Lucas – Sport & Physical Activity Sector Development Officer
Active Sport and Recreation, Red Doles Lane, Huddersfield, HD2 1YF
Email: ashley.lucas@kirklees.gov.uk
Tel: 01484 234093 / 07528 988947
CYP Supporting Officer – Laura Mudge - Laura.mudge@wysport.co.uk
Leeds – Leeds Council
Louise Walker – Active Lifestyles Officer WNW
Kirkstall Leisure Centre, Kirkstall Lane, Leeds, LS5 3BE
Email: Louise.Walker@leeds.gov.uk
Tel: 0113 3782090 / 07891 279298
CYP Supporting Officer – Jodie Bridger – Jodie.bridger@wysport.co.uk
Wakefield – Wakefield Council
Jack Birkby – Community Sport &Activity Development Officer
Wakefield One, PO BOX 700, Burton Street, Wakefield WF1 2EB
Email: jbirkby@wakefield.gov.uk
Tel: 07825124176
CYP Supporting Officer - Jodie Bridger – Jodie.bridger@wysport.co.uk
Team West Yorkshire
Debra Cummins
West Yorkshire Joint Services, Nepshaw Lane South, Leeds, LS27 7JQ
Email: debra.cummins@wysport.co.uk
Tel: 0113 3939950 / 07964 209313
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West Yorkshire Sport –Deliverers Manual
1.
Introduction
The purpose of this manual is to provide essential information for potential Sportivate deliverers in
West Yorkshire. It is intended to provide information about the main parameters of the programme
and support interested partners in making an application for Sportivate Funding for Year 4 of the
programme; from April 2014 to March 2015. The manual also gives information about other aspects
of the programme such as how the programme will be managed and evaluated as well as how West
Yorkshire Sport intend to support deliverers throughout the year. Readers should note that the
manual does not give detailed information on very specific aspects of delivery and management.
This information will be provided to successful projects in a ‘Deliverers Manual’ which will support
deliverers from application to delivery to payment.
2.
What is Sportivate?
2.1
Headline Aims of Sportivate
The overall aim of the National Sportivate programme is for 296,257 participants (presented as
300,000) aged 11-25 years to complete weekly coaching sessions over the 5 years and two in five of
them, 118,503 (presented as 120,000), carrying on playing sport regularly.
Sportivate will bring about behavioural change by encouraging participants to regularly take part;
increasing opportunities for those aged 11-25 to participate regularly in sport and transitioning them
into regular and sustained participation.
2.2
Snapshot
Across West Yorkshire, £1,580,000 of National Lottery Funding (revenue) will be invested in
Sportivate with further partnership funding (cash and in-kind) being invested by local partners.
Sportivate has been running since April 2011 and investment will continue till 2016.
Sportivate will produce the following outcomes:
a) Providing a supply chain of sporting activities that will match as well as generate demand;
b) Getting more 11-25yrs regularly participating in sports activities in the community by
responding to their needs and working closely with a range of relevant providers to provide
a framework of activities;
c) Increasing up take in leisure centres and other facility stock; and
d) Generating close links with clubs to drive more participants to take part and volunteer in
National Governing Body (NGB) community sports clubs.
Sportivate will also contribute to wider agenda outcomes including impacting upon underrepresented groups, breaking down social and cultural barriers, attracting a range of additional
funding/advocacy partners, tackling obesity and providing settings for skills development in
education and community life (both through participating and volunteering).
2.3
Sports
A broad definition of sport will be used for Sportivate although Sportivate should be seen as a sports
programme. Projects should be able to demonstrate they have intelligence that participants want to
take part in the sport, that it can be provided locally and that there are suitable exit routes for
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West Yorkshire Sport –Deliverers Manual
participants to continue taking part.
National Governing Body clubs will play an important role in Sportivate by providing a range of
projects for a wider cohort of 11-25s than is currently the case. They will provide structured and
managed pathways by supporting the delivery of the weekly coaching sessions and offering a
suitable exit route.
2.4
Target Group
Sportivate is targeting those aged 11-25yrs who may not seek out sporting opportunities themselves
and would not prioritise doing sport in their own time or those who are doing sport for a very
limited amount of time. These participants might be described as semi-sporty.
Sportivate projects will target participants from under-represented groups such as the women and
girls, disadvantaged, black and minority ethnic groups, those with disabilities as well as the
disaffected. Sportivate projects and their plans will reflect specific local demographics in each
county/sub-region. Sportivate plans will reflect local demographics in each county/sub-region.
3.
Sportivate in West Yorkshire
3.1
Management of Sportivate
Strategic Delivery of the programme will be lead from West Yorkshire Sport and by commissioning of
local partners.
The major role of WYS will be to undertake a planning and implementation process that will lead to
‘joined up’ and integrated delivery for people across the sporting agenda.
A nominated officer within each local authority will be responsible for collating the district portfolio
of projects that have been approved by a local steering group. This will be supported by a member
of the Children and Young People team.
A Service Level Agreement will be in place between the CSP and other partners, but ultimately Sport
England will have the final approval on funding and projects to be delivered. Timescales for approval
of projects and distribution of funding is shown in section 4.3.
3.2
Evidence of demand
The provider will need to demonstrate on the planning document evidence that there is a demand/
market for proposed projects. This information may come from the Sport England Market
segmentation web tool or from surveys or research carried out by the provider/local area.
3.3
Weekly Coaching Sessions
A Service Level Agreement will be in place with a coach/organisation to deliver a series of weekly
coaching sessions in the chosen sport for a minimum of 6 weeks (maximum of 8). The sessions will
be participant (or customer) led in that they will be affordable, accessible, appropriate and
attractive.
Weekly sessions will aim to create behavioural change in the participants. WYS can take the decision
to be flexible on a weekly approach on limited occasions where it is needed and justified. Deliverers
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West Yorkshire Sport –Deliverers Manual
may use an event, competition or personal challenge for participants (either as part of each session
or as a final week culmination).
3.4
Sustainability/Exit Route
At the end of the weekly coaching sessions, participants will be supported into a local club or
alternative sports provision. For each project the deliverer must provide an ‘owner’ of the
sustainable exit route who should be involved in the development of the project from the outset.
Clear details should be provided on where and how participants will be sustained in the Sportivate
funded sport (or another sport). This sustainability section will have a strong emphasis.
3.5
Delivery Model
WYSport receive funding from Sport England and allocate a set amount to projects that are coordinated and submitted by NGBs for projects that are being delivered across more than one district.
Another county pot is allocated for new markets and county wide organisations that are delivering
projects across more than one district. Applications for these funding pots should be submitted
directly to WYSport.
Other than this, funding is distributed to local authorities and projects are submitted, scrutinised,
approved and funded at a local level, led by the District Co0ordinator (contacts on page 3).
Delivery Model
West
Yorkshire
Sport
NGB
county
delivery
£35k
County
Delivery
£35k
District Co-ordination
£285k
Deliverers/Projects/Activities
(Model based on year 3 funding – year 4 amounts may vary slightly)
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West Yorkshire Sport –Deliverers Manual
4.
Applying for Sportivate Funding in West Yorkshire
To apply for Sportivate funding, projects must complete a Sportivate Plan with detailed information
about their project. A separate Sportivate Plan must be completed for each project.
4.1
Completing the Sportivate Plan
You should pay detailed attention to how to complete the Sportivate Plan, including what
information should be included in each section. Guidance on how to complete the application is
included at the beginning of the application form.
4.2
Support with your application
To maximise the success of your application, it is recommended that you speak to the district coordinator, who has the overview of all bids being submitted within each local authority (or WYSport
if you are applying to the NGB or county pot) – see page 3. This support might be in the completion
of the Sportivate Plan or in evidencing need for the project or in any other way.
4.3
Timescales
Please see below key milestones and deadline dates for all key parts of the application process for
round 7.
Year 4 Delivery Periods
Round 7 –
1st April – Sept 30th 2014
Round 8 –
1st Oct 2014 – 31s March 2015
Action
Timescale/Deadline
Round 7 OPEN for applications
1st October 2013
Wakefield application deadline
6th December 2013
Bradford application deadline
20th December 2013
Calderdale application deadline
13th December 2013
Kirklees application deadline
3rd January 2014
Leeds application deadline
3rd January 2014
County/NGB funding pot deadline
3rd January 2014
West Yorkshire Sport submits Year 4 (April –
September 2014) Sportivate Plan to Sport
England
5th February 2014
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West Yorkshire Sport –Deliverers Manual
Sport England approves West Yorkshire
Sportivate Plan (April-Sept 2014)
3-7 March 2014
West Yorkshire Sport issues confirmation to
district co-ordinators of approved Year 4 (AprilSept 2014) projects.
10th March 2014
Projects informed of application approval or
rejection. Projects take steps to plan for the
start of delivery.
From 10th March 2014
Year 4 (Round 7) Delivery
1st April 2014- 30th Sept 2014
Round 7 evaluation data submitted
No later than 1 month after the end of your
project. Final deadline: 30th Sept 2014
Information on timescales for Round 8 applications will be added when we have the information
from Sport England.
5.
Funding
To apply to the West Yorkshire Sportivate programme, deliverers must be aware of the following
and be able to justify that these points have been met.
5.1
Eligibility for Funding
To be eligible for Sportivate funding, projects must:
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Demonstrate a partnership approach between deliverer, NGB and identified exit route i.e.
community sports club to ensure participants are engaged and retained in sport.
Identify partnership funding to support the project (cash or in-kind), including income to be
gained from charging participants. This should be affordable and not above £4.00 per
session (unless justification can be provided).
Be accessible (be at a time and venue appropriate to the target group).
Demonstrate value for money (cost per retained participant) and be based on real cost
recovery.
Have been developed to meet the needs of the participants it intends to engage. Deliverers
should state what methods have been used to identify the need.
Identify a lead organisation who must sign a funding agreement.
Be innovative where possible or add clear value to current projects to allow new
opportunities to be developed for participation. The extending project must offer
additionality in at least one, or a combination of the following areas; a new group of people;
a new time; or a new format. There must be a ‘need’ for this project to be extended and
evidence that previous projects have created sustainability.
Demonstrate how Sportivate sessions will be marketed to the target group.
Adhere to NGB guidelines around delivery aspects e.g. appropriate age banding.
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West Yorkshire Sport –Deliverers Manual

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Register all participants of Sportivate sessions using a provided template and record data on
a national online system.
Be a traditional sport recognised by Sport England, including NGB innovation projects
(details on www.sportengland.org)
Be delivered by a community provider when delivered in school or HE/FE institutions.
Operate within robust safeguarding standards appropriate to the age of participants.
The Sportivate Programme will not fund certain things and this is governed directly by National
Lottery regulations on the use of revenue funding.
5.2
What Sportivate will Fund:
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Staffing to deliver projects up to £40 per hour (Average £15-£20 per hour)
Volunteers to help run projects, up to £50 per volunteer
DBS Checks
Resources and materials
Hire of facilities
Transport of participants or coaches
Marketing and publicity
Training/Coach Education Courses (to run or sustain the project)
Capital purchases of equipment to support project delivery (suggested at 10% but up to a
maximum of 20% of funding award if justification is provided)
What Sportivate will not fund:
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5.3
Overheads and Statutory Items
Purchase of vehicles
Contingency costs
Buildings and Refurbishments
Projects with poor value for money
Projects already using Sport England / Lottery money.
Projects retrospectively or items committed to before funding is approved
Projects with no clear exit route
Projects insufficiently targeted
Projects for gifted and talented participants
Reduction in Delivery Funding
Organisations will be asked to set a target number of participants to retain (see evaluation section
7). If the organisation fails to meet the specified number of retained participants stated in the above
table, WYSport or districts reserve the right to reduce the funding awarded proportionate to project
delivery. Projects will only receive their full funding award if at least 75% of their retain target has
been met. All projects will receive 50% of their confirmed funding regardless of performance.
6.
The Role of Key Partners/People You May Want To Contact.
6.1
National Governing Bodies
NGBs will be a key partner in the delivery of Sportivate and will help to provide an attractive and
sustainable sport offer for participants.
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West Yorkshire Sport –Deliverers Manual
6.2
Schools, Colleges and Higher Education Institutions (HEIs)
All of these institutions will be essential in gaining intelligence about 11-25 year olds and they can
also signpost participants to Sportivate weekly coaching sessions.
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Where Sportivate projects are only targeted at students and/or staff within an educational
institution (school, college or HEI), the project must be delivered by a community provider
and a community exit route must be supplied.
Delivery may take place at anytime of the day (except if the activity is based at a school for
14-16 year olds where curriculum time activity is ineligible), but must not be part of a
curriculum/academic course.
The project must not be something that the institution is already providing; there must be
added value. This is the case whether the project takes place at the institutions’ own
facilities or at other local facilities.
Schools, Colleges and HEIs can deliver Sportivate projects that are run within their own
facilities (or other facilities) if these projects are open to the wider community and not just
its own students and/or staff. In this instance colleges and HEIs would be considered as a
community provider but projects would need to be based on community demand. There
will need to be timings, logistics and communications for the community to access them.
CSPs will not fund the same projects the HEIs are receiving funding for through Active Universities.
Sportivate must provide added value at all times.
6.3
Coaching Development Manager (CDM)
CDMs have access to a growing number of coaches they are working with (alongside other partners)
to develop their Continuing Professional Development needs. CDMs will be able to provide advice
and support for the coaching elements of Sportivate projects.
All deliverers will be expected to register with Coaching West Yorkshire (www.coachingwy.co.uk)
which enables coaches to find opportunities and support to develop their delivery.
6.4
Local Authority Sports Development Teams
Local Authority development teams have been commissioned to support the delivery model of
Sportivate, and they are the first point of call for organisations wishing to put in a Sportivate bid.
They offer advice and guidance and allocate the local funding for Sportivate.
6.5
Other Local Government Partners
Local government structures which reach out to people will play a key role in signposting
participants to Sportivate weekly coaching sessions. In addition, there may be specific partners who
could play a role in delivering Sportivate. These may include connexions services, Police Community
Safety Units/Partnerships and other youth services.
7.
Evaluation of Sportivate
7.1
Sportivate Targets and Funding
KPI engaged –The number of participants registering and taking part in at least one session.
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West Yorkshire Sport –Deliverers Manual
Deliverers will need to ensure enough participants are targeted to allow for inevitable drop off.
KPI Retain – The number of participants who attend 5 of 6, 6 of 7 or 7 of 8 weekly coaching sessions
(people retained).
KPI Sustain –Deliverers will be responsible for encouraging participants who complete Sportivate
weekly coaching sessions to complete an online survey 3 months after their weekly coaching
sessions have finished. Questionnaires will also be issued at 6 month and 12 months after sessions.
7.2
Data Collection and Reporting
A project will be created for deliverers on a web portal which must be used by deliverers to submit
their data and record sessions information and attendees.
All of the information requested on the web portal is compulsory and must be submitted from the
deliverers to the District/CSP and from the CSP to Sport England. Deliverers should ensure that they
use the provided Participant Registration Form and capturing all of the information requested in the
KPI Toolkit.
7.3
Sustained
A tracking study will ask participants if they have continued to take part in sport 3 months after they
completed Sportivate weekly coaching sessions. Deliverers will be responsible for getting
participants to provide an email address and to give their consent to be involved in the tracking
study before taking part in Sportivate weekly coaching sessions. Coaches/organisations may then be
requested to either give out exit poll postcards to participants or contact the participants via phone
or email to ascertain if participants are continuing to engage in regular sporting activity 3 months
post Sportivate sessions. This will support the measurement of how successful the Sportivate
programme is and the impact it is making to community sport and participation rates
7.4
Qualitative Data
West Yorkshire Sport will provide a range of case studies which will reflect the West Yorkshire
Sportivate programme. To achieve this, we may ask projects for information, including photos and
quotes which demonstrate qualitative aspects of the project in terms of outcomes or delivery.
8.
Safeguarding in Sportivate – Coaching West Yorkshire
West Yorkshire Sport is committed to promoting the safety and welfare of children, young people
and vulnerable adults engaged in sporting activities across West Yorkshire. This commitment is
embedded in all our work and programmes; subsequently as a condition of funding, deliverers of
Sportivate projects will have to demonstrate that they have the minimum safeguarding policies and
procedures in place to provide safe sporting activities.
West Yorkshire Sport will provide support and advice to organisations to ensure that appropriate
safeguarding measures are in place throughout the delivery chain. Our safeguarding Support toolkit
will help you in:
 Identifying and supporting safeguarding measures that all Sportivate deliverers are required
to have in place;
 Clarifying the safeguarding roles and responsibilities of all organisations involved in the
commissioning or delivery of Sportivate projects
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West Yorkshire Sport –Deliverers Manual

Providing guidance, tools, examples and templates to support safeguarding practice by
activity providers that reflect the needs of the organisation and sessions.
http://www.wysport.co.uk/files/8813/7208/4344/Safeguarding_Support_Toolkit.pdf
Click below for additional guidance expected to be used in conjunction with the CSPs’ and the
relevant NGBs’ own procedures and checks.
http://www.nspcc.org.uk/Inform/cpsu/sportivate_wda82202.html
All organisations will be expected to complete and return a Safeguarding Criteria Checklist. The
checklist will provide West Yorkshire Sport with the assurance that you have the policies and
procedures in place to ensure a safe sporting environment for delivery of the Sportivate project. The
Safeguarding Checklist identifies criteria which must be in place before Sportivate projects can begin
but we will work with you to develop these and help you establish robust safeguarding procedures.
Further Safeguarding information can be downloaded and accessed through the West Yorkshire
Sport Safe in Sport web pages: West Yorkshire Sport :: Safeguarding
West Yorkshire Sport Designated Person:
Gillian Brown
0113 3939950 / 07794 248083
gillian.brown@wysport.co.uk
West Yorkshire Sport Deputy Designated Person:
Les Ford
0113 3939950 / 07794 247864
9.
Communications in Sportivate
9.1
Market Segmentation
les.ford@wysport.co.uk
Sportivate’s target group will almost certainly be in a transitory period of their lives,
a)
b)
c)
d)
9.2
In school
In Higher or Further Education
Recently started work or apprenticeships for the first time
Not in education, employment or training having recently finished full time education
Finding Potential Participants
Below are some settings where people of the right age and levels of participation might be (this is
unlikely to be sports clubs!)
 Schools, Further and Higher Education establishments and their facilities
 Large businesses with a predominantly young workforce (supermarkets, fast food outlets,
call centres, etc.)
 Youth groups in contact with young people
 Institutions with natural links to NEETs such as Job Centres, Connexions website, the police,
social services, etc.
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West Yorkshire Sport –Deliverers Manual
9.3
Participant Engagement
Deliverers, co-ordinators and CSPs should establish a variety of targeting strategies to engage this
group including:
 Establishing routes for consulting with potential participants
 Using traditional communication methods such as posters/flyers/word of mouth/personal
visits to establish contact initially
 Using ‘friend groups’ to form a base group of participants to reduce social barriers to
participation, and using peer to peer engagement
 Using social media (e.g. Facebook/twitter) or personal communication (e.g. texts/emails) for
ongoing communication after contact has been established.
9.4
Barriers and Motivations
Why potential participants are not engaging in any activity in their own time already?
 Participants need to be ‘spoon fed’ their activities by making it as easy as possible to attend
(e.g. after work clubs close to place of work)
 The competition for young people’s time is intense
 Females at this age will often be subject to broad social and psychological barriers to
participation.
9.5
Marketing
Projects are pre-fixed with the word Sportivate. This will help build the brand and links to the 2012
legacy. WYS and partners need to use the Sportivate brand and 3 logo’s (Sportivate, National Lottery
and Sport England, West Yorkshire Sport) and abide by the guidelines as set out in the information
pack.
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