Short Breaks for Disabled Children – Support for Individuals and Under £5k Funding

Improving out-of-school activities for children with disabilities and/or additional needs

Short Breaks’ is a programme aimed at improving services for children with disabilities and/or additional needs, by offering positive out-of-school activities and will build on what was previously called the ‘Aiming High for Disabled Children Programme’. Provision of Short Breaks for carers of disabled children is a statutory duty since April 2011 under The Breaks for Carers Regulations 2011. The Hampshire County Council Short Breaks programme will:

  • enable children and young people with disabilities and/or additional needs to join in with safe, fun and interesting activities

  • give parents or full-time carers an opportunity to have a short break from caring

Short Breaks come in all shapes and sizes, lasting from a few hours to a day or an evening, and provide a positive experience for all.

Support For Individuals: It has been identified that for some children and young people with disabilities and/or additional needs to attend mainstream activities, higher costs can be incurred as their personal requirements may be more than most. This funding is to help towards the additional costs that settings may have in order to fully and successfully include individual children and young people with disabilities and/or additional needs.

When to apply

Grants are available to fund Under £5K and Support for Individuals for activities taking place between 1 April 2018 and 31 March 2019.

Application Deadline (grant application will not be accessible from this date onwards)

Grant Panel Date

Grant applications re-open for next round of grant funding

09 March 2018

20 March 2018

21 March 2018

18 June 2018

26 June 2018

27 June 2018

01 October 2018

09 October 2018

10 October 2018

07 January 2019

15 January 2019

16 January 2019

Grant criteria and eligibility

Many Under £5K and Support for Individuals applications will be under £1000, but some may be over this. Please note that there is a £4999.99 limit on any Under £5K and Support For Individuals grants, this means that applications that total more than this over the financial year will not be supported. For example if you are submitting multiple applications over the year then they must not total more than £4999.99.

We are currently experiencing some technical issues with the online grant application form, whereby the team are not notified of your application. Could we kindly request that once your application has been submitted, you email to inform the team of your application. This will ensure it is processed within a timely manner. Please do not hesitate to contact the team if you have any questions.

Who can apply?

Any recreation and leisure activity provider (including sports, outdoors, arts or cultural activities) working to meet the needs of individual children and young people with disabilities/ additional needs.

Please note, Short Breaks for Disabled Children funding cannot be used to fund childcare for working parents. If you are a childcare provider (e.g. a child-minder or nursery), please also discuss the individual child/young person's needs with your local Area Inclusion Coordinator who can also advise about appropriate support and funding.

Organisations need to agree to the conditions of any grant, including the monitoring information requested by the Short Breaks team. (The Grant Agreement form will be sent once the funding has been approved). The organisation needs to ensure the provision of the highest quality activities and opportunities for the children and young people.

Organisations must have:

  • Child Protection/ Safeguarding policy

  • Appropriate insurances

    • Short Breaks funded organisations are required to hold £5,000,000 Employers Liability and £5,000,000 Public Liability Insurances. If your application is successful and you hold a lower level of cover, you can increase your level of cover. Some small, local voluntary and community groups are accepted with a lower level of insurance cover. The team will discuss with you as needed

    • Hampshire County Council will not award a grant to an organisation that does not hold, or is not willing to obtain the required level of insurance following risk assessment, irrespective of advice given to organisations by third parties

    • Hampshire County Council requires all organisations providing advice to young people to hold Professional Indemnity Insurance. This level is currently set at £2,000,000 but may be risk assessed down to £1,000,000

What sort of activities can this funding be used for?
  • The activities can be held after school, evenings, weekends and/or in the school holidays

  • An activity may be just for half an hour or up to a full day

  • It can be for a single activity session or a series of sessions that an individual would like to attend

The grant is for children and young people who:

  • Have a disability and/or additional needs that require support to participate in leisure and recreation activities

  • Aged between 0 to 19 years

  • Live in Hampshire and/or attend a school in Hampshire (excluding Southampton, Portsmouth and the Isle of Wight)

  • Are in possession of a Gateway Card which identifies that s/he has a disability and/or additional needs and may require support to access activities. Please ask the parent/carer for the individual’s Gateway Card number to add to your application form

What is funded
  • Additional staff to run activities - coaches, instructors, tutors or specialist staff. When providing for a disabled child or young person you may require additional staff to ensure the needs of all participants are met. Staff wages must be reasonable amounts in line with current market rates. 1:1 staffing ratios will only be considered where this is absolutely necessary and evidence as to why is provided

  • Care support staff if required and unavailable from other sources (e.g. to assist with personal care requirements during the activities)

  • Providing expenses and training for volunteers that help to run the activities

  • Training for staff on different topics/areas related to working with individuals. This can include disability awareness for all staff and/or training on specific disabilities. These requirements must be costed and the use of e-learning must also have been considered

  • Costs for minor adaptations to equipment, where this is a reasonable and specific requirement, to meet the needs of the individual taking part

  • Equipment and resources, of a smaller value, required to specifically meet the needs of individuals. Note: All grants are revenue grants and can not be used for capital purchases - as a guideline single items (resources & adaptations) must be for costs of less than £1000

  • Activities must take place outside of school hours, for school-aged children

What isn’t funded
  • Residential (overnight respite) costs associated with the activities

  • General administration/management costs

  • Purchase of vehicles (and other capital purchases)

  • Buildings and refurbishments

  • Personal equipment, clothing or other personal/commercial gain

  • Activities during normal school hours

  • Refreshment costs

  • Transport costs

Financial eligibility

Do parents/carers still pay for the child or young person to do the activity?

  • Parents/carers can be expected to pay the standard amount (but no more) for their children to access your activities

  • If a group session would be an ineffective way to meet the specific needs of an individual, then a 1:1 lesson may be more appropriate (e.g. a swimming lesson). In this case the parents/carers would pay the cost as if it was a group lesson and funding can be requested to top up the difference. (Supported swimming guidelines are available from the team)

  • Note: We encourage settings to have their own hardship policies in place for families that struggle to access activities for financial reasons. More advice is available from Parent Voice or from the Short Breaks team

How will decisions be made on which applications are funded?

We would like to support as many individuals as possible to access supported activities, provided that we are satisfied that the activity provider:

  • Is meeting the requirements of the individuals and their families

  • Represents value for money in terms of outcomes against cost

Under £5K and Support for Individuals activities will usually take place up to once a week/fortnight or sometimes more during holidays, sometimes up to three sessions a week.

If all individuals listed in your application have registered for their Gateway Card and the costs requested to meet their individual requirements appear ‘reasonable’ then it is likely your application will be approved. If the panel has any queries regarding your application we will contact you for more information.

Next steps

Below are the proposed dates for the grant panel to discuss and award funding for Short Breaks grant applications. Please also note that the grant application process will be closed for a week prior to the panel date to ensure that the team has ample time to prepare for the panel and collate all the necessary information from Providers.

Application Deadline (grant application will not be accessible from this date onwards)

Grant Panel Date

Grant applications re-open for next round of grant funding

09 March 2017

19 March 2018

20 March 2018

18 June 2017

26 June 2018

27 June 2018

01 October 2017

09 October 2017

10 October 2019

07 January 2019

15 January 2019

16 January 2019

If you are likely to be submitting multiple applications throughout the year then please where applicable consider putting the whole years grant funding into one application. The team will also not be able to consider retrospective funding so please make sure that all applications are submitted in a timely manner.

Please remember to include the following information; otherwise this will delay the approval/payment of your grant:

  • Dates, times and venues for all activities which be taking place

  • The number of young people who will be participating / or anticipated number of young people attending

  • Gateway Card numbers – for support for individual applications and where applicable for Under £5K applications

  • The amount the parent will be paying for the activity – this is still important even if you are just requesting funding for the additional support

The Short Breaks Team are always available to offer guidance on possible funding applications so please do give us a ring or drop us an email.


If successful, organisations will be required to sign a grant agreement and submit quarterly monitoring information in the required format including:

  • Attendance information (names, Gateway Card holders and hours attended)

  • Feedback about outcomes, improvements, and children’s and parents’ views

We will provide full information and instructions separately once an award has been agreed. We may also visit providers while activities are taking place.