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Introducing a new IT system - timing and FAQs

Here at Kent Community Foundation, we have been doing a lot of planning on how we can improve our processes, including how we receive and assess applications and award funding. As part of this, we will be introducing a new IT system used for the management of funding applications.

We are temporarily pausing applications for funding. You will not be able to access any new application forms from 8th December 2023 and any in-progress applications must be submitted by 31st December 2023. This is so that we can move our existing data carefully to our new database, train our team members and test that everything works as it should before we once again open for applications.

This is all part of creating a better experience for you as a grant applicant and ensuring we meet the standards you expect from Kent Community Foundation.

Below you will find frequently asked questions (FAQs) and guidance on what to do next. 

If you are at all unsure about how this affects you and your application for funding, get in touch with us and we will be able to help 01303 814 500.  


12pm (Midday) Friday 8th December – you will not be able to access new application forms, online or through our Grants Team from 12pm (midday) Friday 8th December.

What you need to do: Please ensure you begin any new applications before 12pm on Friday 8th December.

If you have started an application for funding before 12pm on 8th December 2023, you will still be able to access and submit your application before the deadline below.


12pm (Midday) 31st December 2023 – This is the final date that any existing, in-progress applications must be submitted by.


12pm (Midday) 31st December 2023 - If you are an existing grantee and have impact reporting due between now and 31st December, you will need to complete your online monitoring form by 31st December. If you need an extension on this date, please contact Danielle@kentcf.org.uk

What you need to do: Plan ahead. Make sure you know what information is required before you start. If you have any questions or need support, get in touch with our team as soon as possible* so that you have enough time to fully complete your application with all the detail needed and submit it online before the end of 31st December.

*Please also note that our team will not be available to answer questions from 12pm (midday) 21st December as our office will close for the festive period, reopening Tuesday 2 January 2024.

Important: if you have any issues uploading supporting documents as part of your submitted application while our team is away from the office, please do not worry. Simply email your supporting documents to admin@kentcf.org.uk


1st January – You will not be able to access or submit any application forms. This applies to any new and / or in-progress applications started in 2023 and not submitted by 31st December

What you need to do: Bear with us while we work hard behind the scenes to make sure our new systems and processes are a success and get ready to open applications for funding as soon as we can.


Applications for funding resume – we anticipate this will be early February 2024 and will keep you up to date with the planned date on this webpage and through our Funding and News Updates for Kent and Medway VSCEs newsletter.

What you need to do: If you are not yet signed up to our emails and you would like to be notified when applications are once again live, you can do so here

Lastly, our team is on hand to help answer any questions, but please note our Christmas closing dates (closed from 12pm 21st December, until 9am Tuesday 2nd January 2024). Get in touch if the FAQs below don’t answer these or you have specific queries about your application for funding 01303 814 500. 

Why is Kent Community Foundation introducing a new database? 

As one of the largest grant-makers in Kent and Medway, it’s important that we look ahead and ensure we are fit for the future, so that we can continue supporting the county’s voluntary sector.

Reviewing and updating our ways of working and the tools we use is an important part of this. The better our processes, the better your experience of applying for funding is. 

Why do applications have to be paused after 12pm (midday) 31st December 2023?

We take data seriously. We need this time to make sure that all information is handled correctly and transferred securely and accurately to our new database. Our team will be in training during this period so that when applications are live again in 2024, we are ready and raring to go.  

What happens if I have already started an application for funding but not yet completed and submitted it?

You have until 12pm (Midday) 31st December 2023 to submit your application. After this time, you will not be able to submit an application either online or via our Grants Team directly until applications are once again live on our website, which we anticipate will be early February.

If you need help with completing the form or you have further questions that you need answering before you can complete and submit your application, please contact our Grants Team on 01303 814 500. 

What happens if I have recently submitted an application or I submit one between now and 12pm 31st December?

We are expecting that any applications for funding submitted before or on the 31st December will be assessed within the outlined timeframes. If you are unsure what this is, please take a look at the details on our website under ‘Apply for funding’ or get in touch with our Grants Team if this isn’t clear. 

Will decisions on funding and the awarding of funds be delayed?

This work may impact upon decision-making timelines, but we will endeavour to keep any delays to a minimum. 

What will you be doing as a funder between 1st January 2024 and when applications are live again?

We will still be assessing applications we have received and awarding funding within this time. You will be informed by our Grants Team if payment of a grant will take longer than you usually expect from us.

As mentioned, our team members will also be getting up to speed with the new system to make sure it’s a smooth process and good experience for everyone once we are ready to accept applications for funding again. 

What do I do if I need to apply for funding between 1st January 2024 and the time when applications are live again?

You can find details of other funders on our Useful Resources page here. It’s important to note that if you are looking for rapid emergency or crisis funding, this is not something that we at KCF have been, or will be, in a position to offer. 

When will I be able to submit an application again?

Hopefully early February 2024. We will update this webpage with an anticipated date. If you are already signed up to receive our Funding and News Updates for Kent and Medway VCSEs emails then we will let you know through this. If you’re not yet signed up to this e-newsletter, you can do so here. 

What if I want to nominate an individual for a grant?

The deadlines and timelines outlined apply to nominations also. You will not be able to access the nomination form from 12pm (Midday) Friday 8th December. 

Please submit any completed nomination forms before 12pm (Midday) 31st December. If you have any questions that you need to ask before you submit a nomination and need to speak to a member of the team, please note that our office will be closed from 12pm on 21st December 2023, reopening Tuesday 2nd January 2024 .

If you have any questions please contact our Individuals Grants Officer, Georgie@kentcf.org.uk 01303 814 500.

What about completing monitoring forms - are they affected?

If you have an impact monitoring form that is due to be submitted, you have until 12pm (Midday) 31st December to do so. 

If you need an extension on this date, please contact Danielle@kentcf.org.uk

If you have any questions, get in touch with our Grants Team who will be able to help01303 814 500admin@kentcf.org.uk

What’s great about Kent Community Foundation is that it ensures that we are helping genuine cases of need. The team has put us in touch with causes that we would never have come across because there is such a wide range of needs that exists in our community. We have been able to help so many children and families whose brave and inspiring stories couldn’t fail to move you. It is incredibly rewarding for us to see first-hand the impact of our giving. It makes us realise how fortunate we are and what a great privilege it is to be able to reach out to help others in this way.

Paul Rooney, The Rooney Foundation

KCF got to know us, presented us with causes of all kinds which they knew would resonate with us, and made our giving much more effective and wide-reaching. I feel I have come to know the county much better through all the small, even tiny charities that we have been able to access through the funders’ “dating agency” that is KCF.

Rosalind Riley, Co-Founder and Trustee of The Brook Trust

The Jessel family have enjoyed the challenge of choosing organisations to support. The information provided by KCF is extremely helpful especially when there are photographs of the groups – seeing the people who may directly benefit from your grant is really inspirational as you can imagine the work going on during the year.

We are looking forward to continuing our funding meetings – there is always a robust discussion and as our children grow and experience more of the outside world they are becoming more attuned to the needs of others; a really positive outcome from our journey in philanthropy

Vicki Jessel, The Hornbeam Charitable Fund

I was amazed by the effectiveness of the organisation; and by the professionalism and rigour with which each grant application is assessed and then, if successful, monitored. I was so impressed in fact, that my wife and I decided to establish a family fund with KCF. We did not have the time or knowledge to research and back individual charities but knew from first-hand experience that with KCF our money would be well spent.

People often assume that Kent is a wealthy county, but as the impact of the recent coronavirus pandemic has highlighted, it is also a county of disparities, with some areas and communities suffering great deprivation. More than any other organisation in Kent, KCF really is aware of these social needs, and how and where its funds will have the greatest impact.

Robert Sackville-West, Sackville Family Fund & KCF Trustee

MASSIVE 'thank you ' to everyone at Kent Community Foundation. Your funding support is HUGELY appreciated and has enabled us to get into the heart of local communities with REAL, affordable, healthy and tasty food that does so much more than feed people.

Community chef Mike Spackman, Sheppey Matters

KCF's enthusiasm for what we are doing and hoping to do, coupled with helpful advice, gave us the confidence to take this daunting step which has paid off.

Liz Turner, Octopus Foundation

It's great having a foundation that empowers organisations and charities in our community to make real positive differences and changes!

Tom, MMK Mind