Glossary of terms

Below is a glossary of terms used in the Conditions of Grant in order of them appearing in the document:

Conditions of Grant – the conditions by which the forum or their grant holding organisation must abide by to receive the grant.

Steering group/Committee/Trustee/Director – Generally, we refer to committee and steering group as the people with responsibility for the forum – some legal structures mean those with responsibility are referred to as trustees or directors.  When we talk about committee/steering group/trustee/director we mean those responsible for leading the forum.

(HM Government) Code of Conduct – a standard Government code of conduct for all recipients of Government grants.

Grant applicant – the representative of the forum, or their host organisation, if the forum is not the applicant, that has applied for the parent carer participation grant.

Safeguarding policy – the forum and, or its host organisation needs to have policies to protect vulnerable adults and children and a set procedure to follow if there are any concerns. If you don’t have one, there is a link to a recent online learning session that can help you to develop one.

Disclosure and Barring Service (DBS) – background checks to ensure someone’s suitability to work or volunteer for the forum; this used to be known as a CRB check.

Disclosure – An act of making information known.

General Data Protection Regulations – The General Data Protection Regulations (GDPR) which came into effect on 25th May 2018 and provide a legal framework for keeping everyone’s personal data safe by requiring companies to have robust processes in place for handling and storing personal information. It’s also designed to protect individuals from being contacted by organisations without their express permission.

Privacy notice/policy – A privacy policy is a statement or legal document that discloses some or all of the ways a party gathers, uses, discloses, and manages a customer or client’s data.

Information Commissioners’ Office – The Information Commissioners’ Office (ICO) upholds information (data) rights in the public interest, promoting openness of public bodies, and data privacy for individuals. ICO is an executive non-departmental public body, sponsored by the Department for Digital, Culture, Media & Sport.

Proof(s) of expenditure (POE) – a proof of purchase or of the forum buying goods or services which need to be kept, filed, and stored safely so that the forum can keep an accurate running total of their grant spend, and against each of their budget headings. Some forums will be expected to submit their full POEs with their grant monitoring.

Community Matters – As part of Contact’s core offer to forums, forums can sign up for a complimentary subscription to Community Matters which includes access to their Advice and Information Service. This service provides access to a comprehensive Knowledge bank of Information, with over 150 information sheets and template documents. To sign up for please email Heather on with your forum’s name and contact details.

CIC – As part of Contact’s core offer to forums, 8 members of the forum’s steering group or committee can access Counselling in Companies, who offer wellbeing resources, access to counselling, legal and family helplines and more. For further information on how to access this service, speak to your Parent Carer Participation Advisor.
CIC – A community interest company (or CIC) is a special form of non-charitable limited company, which exists primarily to benefit a community or with a view to pursuing a social purpose, rather than to make a profit for shareholders.

Equality Act 2010 – The Equality Act 2010 legally protects people with protected characteristics from discrimination in the workplace and in wider society.

Protected Characteristic – It is against the law to discriminate against someone because of their: 
gender reassignment
marriage and civil partnership
pregnancy and maternity
religion or belief
sexual orientation
These are protected characteristics.

Civil debt – A civil debt results from a lawsuit where in a binding agreement the debtor agrees to pay a set amount of money to the creditor. If the debtor fails to pay the debt, the creditor has several options to take to recover it.

Clawback – an act of retrieving money that has already paid out.

Material – This is a legal term – An item of evidence is said to be material if it has some logical connection to a fact or of consequence to the outcome of a case.

Grant monitoring process – as part of the grant conditions, all recipients of the Parent Carer Participation grant must complete a grant monitoring form outlining what activities were carried out with the grant – the outputs and outcomes (impact, or the ‘so what?’) that were achieved; also demonstrating that the money was utilised effectively and that there was value for money.

Financial irregularity -.This is where someone may give false information (lie) about information related to financial transactions (payments/purchases). This includes fraud/misuses of grant funds/misuses of assets (such as computer equipment or savings) creating false invoices, and other breaking of laws or regulations.

Due diligence – the investigation or exercise of care that a reasonable business or person is normally expected to take before entering into an agreement or contract with another party, or an act with a certain standard of care. This will usually involve undertaking checks to confirm the legitimacy of a business, or individual before money is paid to them.

Breach – Means literally ‘to break’, in this respect to break an agreement or promise

Written notice – an official letter informing someone of something. Email is an accepted form of written notice.

Non-compliance – failure to act in accordance with a wish, command, or agreement.

Prosecution – the conducting of legal proceedings against someone in respect of a criminal charge.

Action Fraud – Action Fraud provides a central point of contact for information about fraud and financially motivated crime. Reports taken are passed to the National Fraud Intelligence Bureau

Intellectual Property Rights – Intellectual property rights are the rights given to persons over the creations of their minds. They usually give the creator an exclusive right over the use of his/her creation for a certain period.

Senior Officer – A member of senior management in any organisation such as CEO, director, assistant director, or in the case of a forum, an officer such as chair, secretary or treasurer, or director.

Financial Control Policy – Financial controls are the procedures, policies, and means by which an organisation monitors and controls the direction, allocation, and usage of its financial resources. Organisations put this into a document called a policy to demonstrate what financial controls they have in place.

Securely wiped – Secure delete is a process of data deletion that ensures that the deleted file cannot be retrieved. This process is vital for protecting sensitive data properly as it removes the risk of outsiders mining discarded storage hardware for data. Secure delete can be achieved in many ways, and several software applications have been developed that claim to have this functionality.

Party-political activity – means any activity in support of or in connection with any campaign for elective office or any political organisation.

Campaigning or lobbying – A series of planned and integrated activities within a set timescale, that motivate action and support for a change in national/local government policy, business practice and/or individual behaviours to achieve specific objective(s).

Gifts – A gift is property, money, or assets that one person (or organisation) gives to another while receiving nothing, or less than fair market value, in return. Forums cannot gift more than £25 of goods or vouchers to one individual in any grant year.

Underspend – Underspend is the amount of grant funds that are not spent within the financial year of the grant award. Underspend cannot be carried forward into the next financial year and will be deducted from the following year’s grant award or reclaimed.

Conflict of interest – A conflict of interest occurs when an entity or individual becomes unreliable because of a clash between personal (or self-serving) interests and professional duties or responsibilities. For example, a forum steering group member is also a web designer, and the forum commissions them to design or maintain the forum’s website.