VICTIMS SUPPORT PROGRAMME & PEACE IV. Guidance Note on the Appeal of Application Decisions VSS G/N1

Transcription

1 VICTIMS SUPPORT PROGRAMME & PEACE IV Guidance Note on the Appeal of Application Decisions VSS G/N1

2 Contents 1. Introduction 3 2. Your Right to have a Decision Appealed 3 3. How to Apply for an Appeal of an application 4 4. The Appeal Panel 4 5. What Happens After the Panel 4 6. Standard of Service 5 7. Contact 6 8. Annex 1 Appeal Form 9. Annex 2 Flow Chart of Decision Making Process 2

3 1. Introduction This information booklet is a guide to the Victims and Survivors Service (VSS) appeal process. It sets out the procedure to be implemented in the event that an applicant wishes to request an appeal of a decision i n relation to the application process and/or subsequent award of funding. The purpose of this procedure is to ensure that decisions taken and procedures followed by VSS are applied fairly and consistently. The appeal will provide an independent process through which an applicant will have the opportunity to demonstrate to an Appeal Panel that: Either: the outcome was a decision that no reasonable person would have made on the basis of the information provided. And/or: that there was a failure in adherence to procedures or systems that materially affected or could have materially affected the decision. Appeals on any other grounds will not be considered. This procedure gives an opportunity for applicants to explain and demonstrate how they have met the requirements of the funding scheme and why the VSS's initial decision should be re- considered. The procedure comprises a review of your application by an Appeal Panel. This panel will consist of VSS Board Members who were not involved in making the original decision. 2. Your Right to have a Decision Appealed If you consider that the decision regarding your funding application is incorrect, you have the right to request an appeal. We recommend that before requesting a formal appeal, you contact the VSS Programme Manager to discuss your case. The Programme Officer will be able to provide clarification, in writing, in relation to the following: a. Information on the application scoring and criteria; b. De-briefing on the reasons for rejection; c. Options in terms of the formal appeal procedure. This may allow the matter to be resolved without the need to request a formal appeal. Using this option does not affect your right to proceed with a formal appeal but the deadlines f or return of the application f o r an appeal will not be extended. 3

4 3. How to Apply for an Appeal of an Application The Appeal of a n a p p l i c a t i o n d e c i s i o n should be made in writing using Annex 1 You should return the completed form (Annex 1) to the Programmes Manager, 1 st Floor, Seatem House, Alfred Street, Belfast, BT2 8EN within 28 working days of the date of the letter from VSS outlining the reasons why your application was unsuccessful Late applications will not be accepted. We are not responsible for forms being lost or delayed in the post. Proof of postage is not proof of receipt. On receipt of Annex 1, VSS will assign a Programme Officer to your case. The Programme Officer is available to discuss your case and answer queries in relation to the appeal process. We will notify you of the date and time that the appeal will take place. 4. The Appeal Panel A review of your full application will be undertaken by an Appeal Panel, VSS Board members, who are independent of the panel which made the original funding decision. Before considering an appeal the panel members are required to declare any conflict of interest that may arise, for example, if they have a personal interest in the case under consideration or if they are known to the applicant. In such situations a panel member will be excluded from that case. The Panel s role is to consider the representations made by you. The Panel has no discretion to operate outside the rules of the scheme. The Panel cannot make recommendations on policy or regulatory interpretation. 5. What Happens After the Panel? When a final decision has been made, a letter setting out the Panel s decision on your case will be sent to you by Royal Mail recorded delivery to the address that you entered in Section Four of the Appeal Form. 4

5 6. Standard of Service If you do not receive the standard of service you expect, or you are still unhappy with the decision of the VSS Appeal Panel, you have the right to complain to the Northern Ireland Public Services Ombudsman Office (NIPSO) Any referral to the Ombudsman should be made within 6 months of the final response from the VSS Board. Northern Ireland Public Services Ombudsman Progressive House 33 Wellington Place, Belfast, BT1 6HN Telephone: Free phone: Text Phone Free post Freepost NIPSO nipso@nipso.org/uk Website 7. Contact Victims and Survivors Service 1 st Floor Seatem House Alfred Street Belfast BT2 8EN Telephone: Text Phone: enquiries@vssni.org Visit: If you require this booklet in a different format please contact us. 5

6 VSP/PEACE IV APPEAL FORM of Application Decision It is important that anyone completing this form has read and understood the guidance note on the Appeal of Application Decision. Organisation Name Reference Number Contact person Address Line 1 Address Line 2 Town/City Post Code Contact Telephone Number Address 6

7 Please state the grounds upon which you wish to appeal the decision taken by the Victims and Survivors Service: This form must be completed and returned to the VSS Programme Manager, address below within 28 working days of the letter from VSS outlining the reasons why your application was unsuccessful: Victims and Survivors Service 1 st Floor Seatem House Alfred Street Belfast BT2 8EN 7

8 ANNEX 2 Flow Chart of Decision Making Process LAUNCH OF VSP AND PEACE IV PROGRAMME 24 th November 2016 Applications received 4 th January noon Application over >1m initiate Economic Appraisal Initial Eligibility check Application ineligible Application rejected Completed Economic Appraisal Eligible Applications assessed by Programmes Team Assessment Report Completed with Indicative Scores and Recommendations Preferred option considered by Assessment Panel VSS Board Members Consider indicative scores and agree recommendations Issues identified at pre-contract check. Application referred back to Board. Pre-contract check Visits with applicant organisations Letter of Offer Issued Application Rejected Letter of Rejection issued Option to ask for an appeal of the decision Appeal successful Application Approved Appeal Unsuccessful Decision to reject upheld 8