How do I add, publish and edit my grants?

This page helps you to prepare and publish your own NSW Government grants.

The Grant publishing process

Grants need to be drafted by trained Grants editors, reviewed by our content team, and then published before they will show up on the Grants and Funding finder.

Need access and training to add your own grants?

Use the Account activation & troubleshooting form to get access and training for the website Content Management System (CMS) so that you can begin to build and edit your own grants. The program used is Drupal 9, which you will need to select from the drop-down menu in the form. You will be able to create and edit content, then send it for review by our team.

Once you have been given access and done your CMS and Grants editor training, you can create your own grants by following the steps below.

Step-by-step editing guide

Follow these steps to start editing your grant
  1. Login to the CMS
  2. Click on Workbench > Create content
  3. Click on Grant
  4. Choose “Grant: Grant”, then click Submit
  5. The Grant content template will then open. Fill in the required fields:
    • Grant name: name of the support program/fund/what we are asking customers to apply for
    • Summary: why the fund is available; 160 characters or less, plain text field (no formatting).
    • Category: what type of grant it is; can choose multiple selections from a list of options
    • Grant audience: who can apply for the grant; ; can choose multiple selections from a list of options
    • (Optional) Fund: the funding program the grant is a part of (you can request a new Fund if one does not already exist).
    • Grant amount: the amount the customer can apply for, required field; the available amount fields will vary depending on what is selected here
      • Minimum amount: the minimum value awarded
      • Maximum amount: the maximum value awarded
      • Single amount: a single amount every successful recipient will receive
      • Range: from an amount to an amount (most useful for the customer as they can quickly see if their planned project costs fit within that range)
      • Note: the amount fields cannot have special characters; eg ten-thousand dollars must be entered as “10000” rather than “$10,000”
    • (Optional) Text override for amount display: displays a text message rather than a figure for the Grant amount. Eg, “Receipts up to $1000”
      • Note: you will still need to supply an underlying amount so that the filtering by amount function works – i.e. customers can find your grant if they use the amount filters.
    • Start Date: when the grant is open for applications
    • (Optional) End date: when the grant will be closed for applications; if the grant is open-ended, leave this blank
      • Note: when the grant runs for several different periods during a year or across years (i.e. in Rounds), click on the “Add another item” button for additional Start and End date fields
    • (Optional) Project start date: when awarded recipients need to start their work by
    • (Optional) Project end date: when awarded recipients need their work to be finished by
    • Select where the grant details will appear: full grants are to be created on; light grants will link to an external website (only if they were offered before 19 September 2022, which is when the Grants Administration Guide was mandated).
    • Program Objectives: what is the grant program trying to achieve; usually included as the introduction to the grant guidelines; language should be clear and easy for applicants to understand.

6. On the Eligibility section, fill in the fields as required
Note: the Eligibility section should give customers all the information they need to decide whether they are eligible to apply for the grant. It is presented as a series of subheadings and copy inside a “Classic Sequence” component. Use the sample copy (by clicking the Add default content button) to guide your content in this section. While there is scope to vary the Subtitles in this section, we recommend sticking as closely to the template as your grant content will allow as it has been based on researched customer needs.

  1. Variant: leave this as-is (Classic)
  2. (Optional) List style: leave this as is (none)
  3. (Optional) Overview: leave this as is (blank)
  4. SubtitleWho can apply: recommended to leave as-is
    • HTML: in a bulleted list, list out who can apply to the grant. This should be included in the grant brochure
  5. SubtitleWho can’t apply: recommended to leave as-is
    • HTML: in a bulleted list, list out who can’t apply to the grant.
  6. SubtitleTypes of projects funded under this grant: recommended to leave as-is
    • HTML: in a bulleted list, list out things that will funded by the grant
  7. SubtitleWhat you can’t apply for: recommended to leave as-is
    • HTML: in a bulleted list, list out things that will not be funded by the grant
  8. SubtitleExample projects: recommended to leave as-is
    • HTML: in a bulleted list, list concrete examples of projects that would be funded by the grant to help customers to understand if the project they are trying to apply to the grant for is likely to be eligible.

7. On the What your application needs to include section, fill in the fields as required

        1. Content block: Use this section to provide program guidelines and other information, or links as required.
        2. Subtitle – Prepare your application with this checklist: recommended to leave as-is; used as a “get ready” checklist
          • HTML: in a bulleted list, list out things that applicants will need before they start to fill in the application form e.g. documentation, ABN and other materials or evidence of eligibility.
        3. Subtitle – Address the eligibility criteria: recommended to leave as-is
          • HTML: additional information about how best to address the eligibility criteria. This is an adjunct to the eligibility section above.
        4. Subtitle – Address the assessment criteria: recommended to leave as-is
          • HTML: in a bulleted list, list out the criteria that the applicant will be assessed against, and what the applicant needs to be assessed. This could be a merit table with scores or percentage matches against which applications will be marked.

8. On the Start the application section, fill in the fields as required

    1. Body text: details on where applications for the grant will be available e.g. the name of the grants portal being used. Can also provide a checklist of what your customer will need before they login to the portal for the first time.
    2. Type: choose whether the grant application is on another page on the site (eg, a content page with a webform), a PDF file to be filled in, or to an external page
    3. Call to action link: paste in the full URL of the external page, search for a content page, or search for a PDF file from Media Library

9. On the After the application is submitted section, fill in the fields as required

10. Content block: details on what happens for successful and unsuccessful applications eg, how long the assessment will be, response times, acquittals and reporting process

11. Fill in the Decision maker textbox. This details who the final decision maker is when judging the applications as successful or unsuccessful. This could be a minister or an assessment panel, for example.

12. Fill in the Support and contact textbox. This details the phone, email address and postal address (as applicable) for applicants who need support/assistance for their applications or to ask about the process.

  1. Delete details that are not applicable. Eg, if there is no postal address or phone number
  2. For phone numbers and email addresses, take the extra step of linking the number/email address so that visitors who click on the details can call/send an email straight away. This can be done using the first link icon on the WYSIWYG editor bar
  3. Delete any spaces for phone numbers when setting up the link.

13. Scroll back to the top of the page and click on the Media tab. Add in a thumbnail image associated with the grant from the media library by clicking on Add media. The image should give customers some information about the kind of grant program that is being funded.

14. Scroll back to the top of the page and click on the Tags tab. Fill in the fields as required

    1. Agency: choose the Agency or Cluster that the grant belongs to
    2. Topic: choose the most relevant topics that apply to the grant. Hold down the "ctrl" button to select multiple categories. Note: do not choose Grants and funding, as the grant will already be under that topic via its URL.

15. On the right-hand side, expand the Governance accordion. Fill in the Editorial group for the grant. This dictates which editorial group will have access to edit the grant.

16. Scroll down to the bottom of the page, and change “Save as” from Draft to Needs Review. This is how the grant is submitted for review by our content team.

  1. Click on Save. A preview of the grant page in draft will be opened.
  2. The grant is then sent off for final checks, and the user who submitted the grant will receive an email notification once it has been checked, has been published, or has been returned requesting for additional information.
  3. If the grant needs to be updated, click on the Needs Review button on the top-right of the page, and click on Edit content. The details for the grant will then be opened. Once the updates have been made, scroll down and click Save.

What do I do if I am not a CMS user?

If you do not have access to the CMS, complete the Add my grant to form. Your request will then be passed over to the Digital Channels Content team who will review your submission, contact you for further information if necessary, then create the grant on your behalf.

The Digital Channels team will try to publish your grant within five business days of receiving your content. As such, if your grant must be published on a nominated date, the team need to be notified of your request no later than five business days in advance.

Further information

Need any more help?

If you have any questions, or require assistance with anything mentioned on this article, let us know by submitting them on our form.

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