CARILLION CHARITABLE FUND EMPLOYEE NOMINATION GUIDANCE

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1 CARILLION CHARITABLE FUND EMPLOYEE NOMINATION GUIDANCE Scope and purpose This guidance for making Carillion Charitable Fund ( Fund ) nominations applies across the Carillion Group. It explains: What is the Carillion Charitable Fund? Who can apply? When can I apply? What organisations can I nominate to receive funds? What can the funding be used for? How do I send in my nomination? How do we assess the nominations? When will I know if my application is successful or not? My application was successful what happens next? My application was not successful can I apply again? How can I get more help and advice? What is the Carillion Charitable Fund ( the Fund ) The Carillion Charitable Fund (the Fund) is one of the most popular and effective ways that Carillion makes a responsible and sustainable financial contribution to charities worldwide that matter to our people. A Charities Committee Working Group administer the Fund which: Pays up to 80 organisations 500 each (or equivalent value), twice a year; Delivers our people s passion to support a wide range of charities and organisations that are chosen by our people worldwide; Demonstrates that we commit to fostering strong relationships with the communities in which we live and work; and Strengthens our reputation and supports our future growth as we invest in our local communities and address social issues across the world; Who can apply You can nominate one charity for each round of funding if you are an employee of Carillion or a Carillion Joint Venture. We prefer that you send us your nomination yourself. But if this isn t possible (say, you can t access a computer) you can apply on behalf of someone else, as long as you state who you are nominating for when you apply. When can I apply? We ll let you know the two application deadline dates each year by , through Round Up, Yammer and in Team Talks. Continued Rev /08/2016 Page 1 of 5

2 What organisations can I nominate to receive funds? You can nominate any of these organisations to receive the 500 (or equivalent) funding: A registered UK charity (registered in England or Wales with the Charity Commission, registered in Scotland with Scottish Charity Regulator); A registered Canadian charity (registered with the Canada Revenue Agency) A charity from another country; A voluntary and community sector organisation (value-led organisations established for social purposes, including co-operatives, friendly societies, industrial and provident societies, and not-for-profit companies); or A statutory organisation such as a school. We welcome nominations world-wide, but we will give preference to organisations that are: Within Carillion countries of operation (such as UK, MENA, Canada and Caribbean); and In countries where we employ a significant number of people, such as India. We will not support funding nominations for: Individuals; Sole traders; Profit-making organisations; Party political activity; or Religious activities. You can find more information about fund eligibility within this document, and at the Carillion Charitable Fund website ( What can the funding be used for? You will need to tell us how the funding will be used we will consider the following types of projects: Type of project The relief of people in ill health, disabled or with a life limiting condition. Education or training (unless it is otherwise funded by the Government) Other charitable community projects for public benefit Examples A hospice; or An organisation that supports individuals; and / or The families of people affected by the health condition or disability. Education or training aimed at helping the hard to reach into employment or training; or A local youth centre providing support and life skills to young people; or An organisation that helps empower the local population through education, including those with disabilities or special needs, so they can reach their career potential. A community group providing a lunch club; or A local food bank. Rev /08/2016 Page 2 of 5

3 However, we can t providing funding for: Type of project An organisations core running costs or overheads Ongoing staff costs Sponsorship or marketing of fundraising activities Examples This includes (but is not limited to) : Insurances; rent (or other premises costs); utility bills; taxes; legal and audit fees; IT; and Fuel. Salaries of permanent or fixed term staff Sponsored walks, cycle rides or marathons Marketing of events or conferences; Dinners Items that mainly benefit Equipment or treatment that is not shared individuals Loans, interest or savings Endowments (to provide a source of income) Loans or interest payments Party political activity or religious activities. Charities that have previously received payments from the Fund in the last three years School activities linked to the school core curriculum, or already funded by the Government. Vehicles Organisations that are discriminatory Charities that have broken the law (or under investigation) How do I send in my nomination? This is UNLESS it is for religious organisations that carry out charitable activities that benefit the wider community without discrimination (such as food banks or lunch clubs for older people) Click here to see a list of charities which have already received funding in the last three years. Equipment, buildings or activities for schools linked to the core curriculum School activities already funded by the Government Replacement or purchase of vehicles; Such as those that are sexist or racist; Charities with current or pending law suits against them You must fill in the online application here: // We can t accept a hand-written nomination (whether in paper or PDF format). So if you don t have online access: Ask a colleague who has on-line access to print you a copy of the nomination questions (these are available from the Carillion Charitable Fund website Fill in the form and ask your colleague to complete the online nomination for you. You must complete the application in full so that we can best assess your nomination. Make sure you include: What the charity does; Your interest, experience and relationship with the charity or organisation; What the money will be used for; Who will benefit from the donation; and The impact of the donation. Rev /08/2016 Page 3 of 5

4 You should use this guidance to make your application the best possible. Make sure it is: Specific and memorable, Reflects what we ask for in the set criteria (shown above) Individual and reflects your thoughts and passion about the charity you nominate. Not over the word count for each question. You must select the category for the charity or community organisation you wish to nominate. If it falls into more than one category, please select the one that best fits. The categories are: 1. Youth or older people groups and clubs (such as Scouts, Guides, or Sea Cadets); 2. Sports (Such as football, boxing, rugby, cricket); 3. Health and wellbeing (research, cancer, hospice, parent or baby health, and wellbeing charities); 4. Disabilities (assistance dogs, and physical or mental disabilities); 5. Education (after school clubs, and equipment); 6. Military; 7. Local community support and improvement (food banks, orphanages, homelessness, Housing Associations, playgrounds, and music); 8. Animals and wildlife (such as dog or cats homes); or 9. Other. Don t submit duplicate applications. The number of times an organisation is voted for doesn t affect the outcome and we will only consider one application per charity. It is not about the volume of requests we receive. Please don t ask colleagues to copy and paste your words into a duplicate nomination For more hints to improve your application click here. It will help you to help write about: What the funds will be used for; and The impact our donation will have. How do we assess the nominations? The Carillion Charity Committee Working Group will make a collective decision to agree which 80 charities will be funded after the closing date for each round of nominations. They will: Check that your application has been completed correctly- Check it meets the criteria listed in these guidance notes; Review each application equally and fairly based on its merits, and on the quality of the information you ve provided; Score each application to create a shortlist; and Carry out due diligence checks for the shortlisted 80 organisation to confirm that it is a legal entity and it is in a good state of financial and organisational health. This will include confirming that annual accounts are submitted to the Charity Commission, and the status of trustees. Our Carillion Group Charities Committee will approve the final decisions. When will I know if my application is successful or not? We will you around five to six weeks after the nomination window has closed to let you know if you ve been successful or not. Rev /08/2016 Page 4 of 5

5 My application was successful what happens next? We will send a cheque direct to the registered office of your nominated charity or group if your application is successful You may wish to Contact your nominated charity or group directly to let them know the good news. Check that they have received it by contacting their registered office, and charity.nominations@carillionplc.com if the cheque has not been received. We may contact the charity or organisation directly to invite them to publicise our donation. This might include taking photographs or a press release. You will not be able to present the cheque to your charity yourself but you can contact them to arrange a presentation ceremony. We will collate the feedback from you and the charities to use as evidence of the work that is supported by the Charitable Fund. We will request the successful charities and organisations to complete the Carillion Charitable Fund Donation Feedback Form, via the Carillion employee who nominated them. My application was not successful can I apply again? We understand that you ll be disappointed if we decide not to support your nominated cause this time. However we can only support 80 nominations at a time. You re welcome to send another nomination during the next round of the Carillion Charitable Fund. Though please consider the feedback we give you about why your previous application was unsuccessful before deciding whether to apply again with a new or revised nomination. How can I get more help and advice? If you have any questions about the Charitable Fund, or would like more information: charity.nominations@carillionplc.com, Visit the Carillion Charitable Fund Yammer group, or Look through the Charitable Fund website End Rev /08/2016 Page 5 of 5