Grant recipients can only be uploaded to grants that have already been built in full on nsw.gov.au.
Recipients can be added or updated in bulk by sending your complete grant recipient spreadsheet through to the Help Hub. There is also a manual editing option available to trained editors.
How to bulk upload your recipients
- Download the Grant recipients spreadsheet at the bottom of this article.
- Fill in the spreadsheet
- Submit it to our Digital Channels team by using the Add or update a grant on nsw.gov.au form and choose 'Add recipients to your grant' as the request type.
We recommend that you plan ahead for your recipients list upload when you first publish a grant, so that you can easily meet the 45 day deadline when grants are awarded.
Filling in your grant recipient spreadsheet
To fill in your Grant recipients spreadsheet it is very important that you note the mandatory fields.
It is also very important that the region and program delivery locations that you enter into your spreadsheet match the required format and values (you can find details of this in the 2nd tab of the template). If you are using LGAs, Councils, DPC Regions, DCJ districts or LHDs, the relevant cells will turn green if the value is accepted.
Suburbs cannot be verified before being entered into the system. Using suburbs in the region or program delivery fields of your grant recipients spreadsheet is not recommended. However, if you need to use them, it is imperative that they have the following format.
[Suburb Name] [Post code] for example: Sydney 2000
If you have other questions about how to fill out this spreadsheet, you can contact Help Hub.
Benefits to customers
The listing of grant recipients in a clear, consistent format allows customers to understand:
- what projects were successfully funded under the grant program
- the total number of recipients
- the value of the grant opportunity.
- the locations of recipients and funded projects.
Benefits to agencies
The grant recipients feature allows agencies to meet the requirements of the Guide through:
- automated entry of recipient data records via an import process within the 45 days
- de-identified recipient records when data privacy is required (see the Guide for details)
- location fields for recipients and program delivery locations
- cost-benefit and program term reporting
- decision maker and ministerial discretion fields now available in the template
- content support to ensure recipients data meets all requirements and can be published.
See below for how grant recipients are displayed.
NSW Government grants and recipients must be available on nsw.gov.au
NSW Government departments and agencies are required to
- build all grants on the Grants and funding finder on nsw.gov.au
- publish grant recipients on the site within 45 days of the grants being awarded.
These requirements are outlined in the Grants Administration Guide (the Guide).
What your grant recipient list will look like
Your grant recipients list will be automated via the grant recipient upload process that you have set up above. Your list will appear on your grant page, below the Eligibility section. It will show up to 5 of the most recent recipients, with a link to the full listing page below it.
On the grant page:
On the 'All recipients' page:
Advanced grant recipient creation and editing
For grants editors or content admins with additional access and training, you can follow these steps to create or edit grant recipients inside the CMS:
Log in to the CMS and find the microcontent area. you can find it listed under the Content>Micro-content tab here: https://www.nsw.gov.au/admin/content.
Add microcontent.
Go to 'grant awarded to' menu item.
Enter your grant recipient data into the micro-content fields. Required fields are marked with a red asterisk and must be filled in to save and publish your content.
Content Tab
- Grant* (exact name of grant as it appears on nsw.gov.au/grants-and-funding. The CMS will use this to locate the correct grant)
- Recipient* (name of a business, organisation or sole trader who has received the grant – see below for deidentified names)
- Project name* (the name of the project)
- Project description (information about the project. e.g. a detailed breakdown of what the project money was used for)
- Intended Decision maker* (the decision maker who approves the grant to be awarded)
-
Checkbox - The actual decision maker was different to the intended decision maker - only use for below fields to appear
- Actual Decision maker* (if the decision maker was different from the Intended decision maker)
- Reason for difference in decision maker field* - fill in the reason if decision maker has changed
- Reason for Ministerial discretion - fill in for any departures from the recommendations for grants awarded by ministerial discretion, where the Minister is the decision maker for the grant and/or has exercised discretion. More about adding ministerial discretion information to recipient lists.
- Amount* in $ (the amount awarded to a recipient in the grant)
- Date dd/mm/yyyy ( will show as month and year when grant was awarded to a recipient e.g. June 2023)
- Program term* (term in which the grant needs to be delivered in)
- Program benefit–cost ratio (where cost–benefit analysis (CBA) is required)
- Number of applicants* (integer value of number of applicants)
- Number of recipients* (integer value of the number of recipients)
- Recipient location (the LGA in which the project is being delivered)
-
Program delivery location (if the project is delivered in an LGA that is different from the location of the recipient)
- Editorial group* - (your agency editorial group) – this field will normally be pre-filled with your own editorial group. You can add other groups if needed (i.e. to allow other content editors to access and edit this content if you need them to). If your agency editorial group doesn’t appear, request that it is added by submitting the Content request form.
Once you have added grant recipient details to the CMS, save the record in draft and check through it on the preview page of the draft.
Once you are happy with the result, send a request via the Add or update a grant on nsw.gov.au form (select 'Update an existing grant' from the drop-down) and ask for the grant recipients you have created to be published. NB use this option rather than the 'Add recipients to your Grant' option as you are not using the bulk upload function.
Check that they have been published by going to your grant page - it may take a short time for the recipients list to appear.
See all Grants publishing guides
- The Grants and funding finder
- Adding a Grant finder on a landing page
- Writing content for the Grants and funding finder
- Adding and publishing grants
- The grants template - step-by-step editing guide
- The non-competitive grants template - step-by-step editing guide
- Best practice grant examples
- Adding a grant recipient list
- De-identify grant recipients for privacy
- Subscribe to the Grants Finder Mailing List and click 'Follow' on the Grants Publishing Guide page to keep up to date