Spreadsheet: 04a3f3cf-1c04-4196-a53d-66dadf7fc909
Sheet: Sheet1

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 | Sportivate Plan Guidance Notes
 | Summary
 | This Sportivate Plan is a Microsoft Excel workbook containing Project sheets for every project in your county as well as a Deliverer Database, Data Summary and a Data Analysis sheet which automatically update using data from all of the Project sheets. Not all the information included here will be relevant for all partners so you are free to amend and redistribute as you see fit.
 | Explanation of Sheets
 | Sheet | Purpose | Completion
 | Cover | To provide the headline information and the context of the county/sub-region | CSP completes
 | Questionnaire | To provide the strategic fit and the aims of the Sportivate Plan | CSP completes
 | Guidance Notes | To tell you all you need to know | Nothing to complete
 | Data Summary | To collate all data from all projects and create totals | Automatically updates
 | Data Analysis | To provide a summary of the key data | Automatically updates
 | Project Sheets | To provide information on the different Sportivate projects | Deliverers complete
 | One Sportivate Plan
 | You need to complete and submit either an annual Sportivate Plan or two 6 monthly Sportivate Plans to cover the whole of your CSP's geographic area. Collate just one Sportivate Plan for each year and update it with new/amended Project sheets for submission. Consequently, the second submission of a 6 monthly Sportivate Plan is actually an annual Sportivate Plan.
 | Automatic Updates
 | In order for the automatic updates to work, several formulas have been added to the spreadsheet.Please do not add any columns/rows or change any formulas because this will mean that the Data Summary and Data Analysis sheets will not automatically update.
 | Sportivate Plan Submission
 | Please convert your completed Sportivate Plan to a [NAME] file before it's submitted to your Regional Links Officer by email. To do so, right click on the Microsoft Excel icon and use the 'Send To - Compressed (zipped) Folder' option.
 | Data Summary Sheet
 | The Data Summary sheet will only automatically update if the names of the Project sheets are not changed (i.e. they must remain as Project1, Project2, etc). It provides a summary of all of the information from every Project sheet with totals for all of the data. If you do not have 6, 70 or 200 projects do not delete any sheets because this will affect the formulas. You can also sort the data by local authority using the filter function (the arrow in row four of the Data Summary tables). You may want to use this to show how many projects are being delivered in each local authority, how much funding is going into each local authority and the target number of retained participants in each local authority. You can also use the filter function on any of the other data.
 | Data Analysis Sheet
 | The Data Analysis sheet provides an analysis from all of the Project sheets with totals or averages for sports, setting, deliverer, gender, age groups, Sporting Champions requests, disability/HE-FE projects, NGB roles and expenditure per retained participant as well as a retain/spend breakdown by sport.
 | Project Sheets
 | The Project sheets require you to input the details of each project. There are versions of this Sportivate Plan available with 5, 70 and 250 project sheets which should be enough to cover your annual delivery of Sportivate.
 | Completing a Project Sheet
 | You (or your providers or deliverers) need to complete all the light blue cells which apply to your project(s). The instructions in the cells are to be written over and all of the questions should be addressed in the text that is entered. There are also comment boxes attached to many of the boxes to give guidance on terminology and meaning. It may be necessary to refer to this guidance sheet in addition to the project sheet in order to complete it fully.
 | The spreadsheet intentionally starts at row 95 so please don't try and change it. All of the data needed to create the options for the drop down menus is stored in rows 1-95.
 | 1. Project Name
 | Give your project a memorable name so that you can easily identify it. Prefix your project's name with 'Sportivate' to build brand awareness across the country i.e. 'Sportivate Anywhere Multi-sport'.
 | 2. Provider Name
 | This is the organisation that links the CSP and the deliverer/coach and is responsible for delivery, accountable for spending the funding, delivering the target and are either contracted by the CSP using a Service Level Agreement or may not be used by the CSP at all. Examples of a 'provider' may include Local Authorities (LAs), National Governing Bodies (NGBs) or Higher and Further Education Institutions (HEIs/FEIs).
 | 3. Region, CSP and Local Authority (Drop Down)
 | First select your region. This will then produce the CSPs in your region in the following drop down box. Select your relevant CSP. This will then produce your relevant local authorities in the following drop down box. You cannot select a local authority without selecting a CSP first and you cannot select a CSP without first selecting a region.
 | 4. Deliverer Type ([NAME])
 | Select the most appropriate deliverer type. If you select 'mixture' or 'other', include the deliverer type(s) in the 'Weekly Coaching Sessions Description'. The term 'staff' refers to either paid or voluntary deliverers.
 | 5. No. of Sessions (Drop Down)
 | Select the number of weekly coaching sessions. Session numbers are limited to minimum 6 and maximum 8. If you are running taster sessions or if you are running more than 8 sessions please refer to this in the 'Weekly coaching sessions' box.
 | 6. No. of Blocks per quarter
 | Enter the number of blocks running in each quarter of the year. A block is a set of 6-8 sessions. A project can be made up of one or many blocks of sessions. e.g. if a deliverer was delivering a hockey project for 5 different groups of participants in 5 different leisure centres, this is one Project featuring 5 blocks. However, if another deliverer was delivering a climbing project and a water polo project for 2 different groups of participants in 1 leisure centre, this is two Projects featuring 1 block each. If multiple blocks are being delivered across the year please indicate how many blocks are occurring in each quarter of the year e.g. if two blocks are ocurring in October and one block in January, enter '2' in cell M103 and '1' in cell P103.
 | 7. Deliverer Name & Contact Details, Venue name & Details
 | Enter the name of the organisation, club, coach or individual running the sessions. Please include as a minimum; day time phone number; email address; venue name and postcode. If your project features more than one deliverer, please include other contact details in the weekly coaching sessions box. Please be aware that this information will be available to County Sports Paternships and Sport England but will not be used unless necessary.
 | Select the most appropriate setting type for where the project is being delivered. For projects where sessions are delivered at both a school/college/higher education institution and club select from the 'School and Club' or 'College/HEI and Club' options. If you select 'mixture' or 'other' please include the setting types in the 'Weekly Coaching Sessions Description'.
 | One of the options is ‘Sport On The Doorstep’. This is defined as sport delivered for participants when they want it, where they want it and how they want it. This will often be estate-based sports provision involving staff with the skills to deliver sport in an informal way. The weekly coaching sessions may take place in a formal sports facility such as a Multi-Use Games Area or a leisure centre. Alternatively it may take place on available open space or in a community building. The key factor in 'Sport On The Doorstep' is that it removes the barriers of cost, the need to travel or the formality of school/college/higher education institution or club based sport.
 | 9. Sport (Drop Down)
 | Select one of the sports listed or one of the wider categories if the sport does not feature. Select the most appropriate sport if the project is running a hybrid/adapted version of the sport i.e. if the project is Inter Cricket select cricket and in the 'Weekly Coaching Sessions Description' include that it is an Inter Cricket project.
 | If the project is multi-sport select 'Multi-Sport' and include the list of sports involved in the 'Weekly Coaching Sessions Description'. If you select 'other' include the sport in the 'Weekly Coaching Sessions Description'.
 | If the sport is a dedicated disability sport select the specific sport (e.g. 'Wheelchair Rugby'). If the disability sport is not listed select 'Other Disability Sport' and detail the sport in the 'Weekly Coaching Sessions Description'. If the project is being delivered inclusively so that disabled participants can take part select the sport (e.g. 'Archery') and indicate in the 'Weekly Coaching Sessions Description' that it is being delivered so that disabled participants can take part.
 | 10. HE/FE Project? ([NAME])
 | Select 'HE', 'FE, or 'Both HE and FE' to state if one or more Further Education Institutions and/or Higher Education Institutions are involved in the project. Their involvement could be anything from simply signposting students to the project or being the provider who is managing the finances/KPIs of the project. For further education please only include further education colleges or stand alone sixth form colleges (i.e. not school sixth forms or schools that call themselves colleges). Select 'No' if Further Education Institutions and higher education institutions are not involved in the project.
 | 11. Name of HEI/FEI
 | Enter the name of the Higher Education Institution and/or Further Education College if applicable.
 | 10. Sporting Champion Request ([NAME])
 | There are a limited number of 'Sporting Champions' visits available to attend Sportivate sessions throughout the country. The Champions are all world class athletes in their own fields but their support is not limited to sessions within their sport. Sporting Champions' support can encourage more participants to attend 5 out of 6 sessions and continue with the sport after sessions have ended. For further information on the scheme please visit www.sportingchampions.org.uk . If you feel that your project would benefit from this support, please choose 'Yes' from the drop down menu to alert your CSP Sportivate lead to this possibility. The request for a Sporting Champion must go through your CSP.You may be asked to help evaluate the visit of the Champion who attends your project.
 | 11. [NAME] (Drop Down)
 | If the project is specifically aimed at participants with a disability focus  please select 'Yes'. If there is no disability focus select 'No' or leave it blank. If your project will include both able bodied and disabled participants, please reference this by using the word 'inclusive'in the 'weekly coaching sessions box' to help Sport England identify examples of good practice across the country. When naming your disbility specific project on the Sportivate portal please use the word 'disability' in the title.
 | 12. NGB Involvement & role
 | Has an NGB been involved in the planning or delivery of this project please select 'YES'.  What has their role been in the process, e.g. NGB product, delivery, target club.
 | 13. Sustainability/Exit Route Description
 | This is the most important aspect of any Sportivate project. Describe the predominant setting in which these participants will continue to take part in sport after the Sportivate project has finished. Also, describe the person or people (and their role(s) in sport) who will take responsibility for ensuring that opportunities for continuing to take part in sport are open to all participants (the contact(s) for the exit route). If the project has a multiple number of predominant settings and these descriptions do not fit into the 'Venue(s), [NAME]), [NAME]) Role(s)' cells then enter 'Multiple' in these cells and provide the descriptions in the cell below. Please include these details even if venues and contacts are the same as the deliverer's details already entered.
 | 14. Weekly Coaching Sessions Description
 | Describe the content and structure of the sessions and how this is an additional/new project targeting semi-sporty participants, in this sport and in this setting. Describe how you will ensure that sessions are appropriate for the semi-sporty target group. Please try to limit the amount you write to the confines of the box. Please also reference boxes four, seven, eight, nine and eleven above for further details to include in this box.   [NAME] how the project will work to ensure these participants continue to take part in sport and any incentives the project has created to aid this goal. Please try to limit the amount you write to the confines of the box.
 | 15. Evidence of Demand/Need Description
 | Describe the demand for this project from the participants (or the need for this project from the National Governing Body/sport involved). This demand or need can be established either locally or strategically. Describe how will you engage with this target group. Please try to limit the amount you write to the confines of the box.
 | 16. Engaged and [NAME] Targets
 | Insert the number of predicted 'retained participants' for the project i.e. those doing 5 of 6, 6 of 7 or 7 of 8 sessions in the weekly coaching sessions. Deliverers should plan to 'retain' fewer participants that the total number of participants 'engaged'. 'Engaged' participants are those attending at least one session. A successful project would 'retain' about 80% of those 'engaged'. Insert the projected breakdown by age groups and gender for retained participants only. For a project running two or more blocks of sessions insert the total retained participant targets and the breakdown by age groups and gender for all blocks of sessions.
 | 17. Project Expenditure and Income
 | Please use the 'Expenditure and Income Details' cells to explain the costs of the project (e.g. an hourly coaching rate) recorded in the subsequent '[NAME]' cells. Insert the expenditure and income amounts for the total project cost and not just Sport England's Sportivate contribution. If the project secures any income stream please ensure that you insert the amounts appropriately: either 'In Kind' or 'Cash'. All income, in kind or in cash, recorded in the Project income cells must also be reflected and offset in the project expenditure box (as for example, in a profit-loss account). If it is not, the calculation made by the spreadsheet will not result in an accurate claim.  It is essential that the income amounts are inserted accurately for every project, even if they're deliberately blank/zero, so that Sport England can monitor the income from partners/participants and meet the requirements of National Lottery funding. It is expected that the Total Project Income will be lower than the Total Project Expenditure and the difference is the Sportivate Funding Request.
 | Participant income estimates should be conservative to avoid project overspend if participant numbers do not reach targets. If [NAME] income is to be used towards the future sustainability of the project rather than used to cover some of the costs of the sessions, please use the 'Income details' cell rather than the 'Amount' cell so that it is not calculated as a contribution towards the costs of the project. The Sportivate Funding Request, Sportivate Expenditure/Retained Participant and Total Project Expenditure/Retained Participant will all automatically update
 | 18. Cutting and Pasting Project Sheets
 | To cut and paste a single Project sheet to your Sportivate Plan's spreadsheet you need to: 1. Ensure that both the source and the destination workbooks are open                                                                                                                 2. Right click on the project tab at the bottom of the sheet (Project1, Project2 etc.) 3. Select 'Move or copy'. [NAME] the 'copy box' and in the drop down list select the workbook that you want to copy to. Select from the list the place you would like the copied sheet to appear (before Project1 for example)  4. If or when several pop up boxes appear simply click 'Yes'. 5. The single Project sheet has been added to your Sportivate Plan's spreadsheet.                                                                                                     6. To select and copy multiple sheets, replace instruction 2 above with this: 'Click on the left most sheet to be copied and then hold down shift. Select the last in the series of projects that you would like to copy' and then repeat steps 3-5.
 | 19. Eligibility Criteria
 | Eligible Costs • Staffing to deliver projects up to £40/hour (high staffing costs in delivery may affect the sustainability of a project). • Staffing to produce and manage Sportivate Plans. • Volunteers to help run projects – up to £50 in kind/volunteer. • Resources and materials – items to be used in projects. [NAME] of facilities used to deliver projects. • Transport - to get participants and staff / coaches to projects. • Marketing/Publicity – badges, caps, posters, website, etc. [NAME]/Coach Education Courses – needed to run and/or sustain the project. • Equipment – equipment may be purchased to support direct Sportivate delivery (up to 20% of annual grant). • Exceptionally – caretakers/CRB checks. Ineligible Costs • Overheads – storage of equipment, insurance and asset register maintenance. • Statutory items. • Contingency costs – replacing damaged equipment, etc. • Purchase of vehicles. [NAME] and refurbishment – capital building works/no bike sheds, pavilions, etc. • Items with poor value for money. • Items purchased before funding is offered. • Items for projects that take place outside the UK. • Retrospective projects – no funding can go to a project that has already started or equipment that has already been purchased. • Projects that have no clear community/sustainable exit route. • Projects that are insufficiently targeted. • Projects for gifted and talented participants. *This is not an exhaustive list - please also reference the finance FAQs sent out by Sport England, and see Lottery funding terms and conditions  released with the [NAME] letter.