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Personal Access Costs
Personal access costs can only cover costs related to removing barriers due to disability. This relates to known costs associated with disabled applicants at the point of application. Disabled project team members recruited for the funded project specifically should have access costs included as part of the project budget (see Project Access Costs).
Personal Access Costs are treated separately to your main project budget. They do not count towards your total funding request. This is to ensure that your requests under Personal Access Costs do not push you into a higher funding band or take your total budget over the maximum funding level for the fund.
Please also note that organisations that employ staff are expected to meet the personal disability related access costs of those they employ. This is an employer responsibility under the Equality Act 2010 and is called ‘reasonable adjustments’. This is considered a core operational cost. Access to Work can be applied for to meet these costs. These cannot be covered with funds from Creative Scotland. Organisations recruiting a disabled freelance team member for a specific funded project may be able to include access costs for this person depending on the size of the organisation and how many staff they employ.
Personal Access Costs - Examples of Access Costs
The following list is not exhaustive but covers some of the common access costs applicants include in their budgets.
Eligible Costs
These costs are considered separate from your project budget.
Assistive Technology for the applicant/s
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Assistive technologies (e.g., software for text-to-speech) for those working on the project can be included. Laptops are not considered ‘assistive technology’ and can only be included if current hardware will not allow for new assistive technology to be installed (e.g. RAM or CPU memory is not powerful enough).
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In line with accessibility costs provided by other schemes such as Access to Work and Disabled Students Allowance, only the most cost-effective laptop that has the specifications required to run the specified assistive tech will be permitted.
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Specific technology and laptop model required with an explanation of how they meet the needs of the individual using them must be provided for this to be approved.
Mental Health Support
Mental health support can be considered personal access costs for someone who has identified, sustained and disabling mental health barriers. These costs are permitted when they directly enable the applicant to deliver a project or activity. If you are providing mental health support for participants, this is a project access cost and should be included in your project budget.
Direct Connection to Project Participation
If mental health support is essential for the applicant to overcome barriers to participation in the project (e.g., anxiety related to public speaking or participation in group activities).
Support for Specific Roles
If an individual’s role in the project requires them to manage mental health challenges that could impede their ability to perform (e.g., a performer or facilitator needing support to engage with audiences).
Temporary Support During Project Activities
If the individual requires short-term mental health support specifically related to the project's demands, such as during high-stress periods like rehearsals or presentations.
Professional Development Activities
If mental health support is necessary for attending training, workshops, or conferences that are crucial for the individual's professional development.
Support Worker Costs
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Fees for a support worker to assist disabled applicant/s with specific tasks related to the project.
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A list of specific tasks the support worker will carry out, and how they meet the applicant/s needs must be provided for this to be approved.
Travel Costs for Access
Travel expenses for individuals needing transport adjustments, such as accessible taxis or a support worker accompanying them.
Costs that are not eligible
General Equipment
The purchase of a new laptop for general use, unless it meets the criteria for assistive technology (e.g., current hardware doesn’t support necessary software). Laptops may be included in a project where essential for the project delivery which will be assessed as part of the application process. Laptops can also be covered by fees as a business expense and claimed through tax returns.
Ongoing Tools for Freelancers
Costs for freelancers’ ongoing tools (e.g. software subscriptions or general equipment) can be included in the project budget which will be assessed as part of the application process. Tools and software can also be covered by their fees as a business expense and claimed through tax returns.
Project Access Costs
All other project access costs should be included within your main Project Budget.
This can include the costs for making your activity accessible to audiences, participants and artists, and costs related to childcare and other caring responsibilities where you are unlikely to be able to undertake the planned activities without this support.
Project Access Costs - Examples of Access Costs
The following list is not exhaustive but covers some of the common access costs applicants include in their budgets.
Eligible Costs
These access costs are also eligible, however should be included in your project budget and not as a personal access cost.
Assistive Technology for participants, interns, volunteers or others working on your project
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Assistive technologies (e.g., software for text-to-speech) if they are necessary for those engaging with or participating in the project can be included.
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Specific technology should be identified, with an explanation of it meets the needs of those using them for this to be approved.
Childcare Costs
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Short-term childcare costs for attending a conference or skills development session that is unpaid and essential for your professional development.
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One-off childcare expenses incurred specifically for project-related activities, inclusive of creche provision for participants.
Communications
Costs for creating accessible materials (e.g., Braille, large print) for participants needing them.
Mental Health Support - Direct Connection to Project Participation
If mental health support is essential for an identified individual or group to overcome barriers to participation in the project.
Mental Health Support - Temporary Support During Project Activities
If an individual or group requires short-term mental health support specifically related to the project's demands, such as working with challenging or personally affecting themes.
Support Worker Costs
Fees for support worker/s to assist disabled people participating or engaging with the project.
Training and Awareness Programme
Costs related to training staff or volunteers in accessibility practices or awareness to better accommodate participants.
Translation and Interpretation Services
Costs for sign language interpreters or document translation services to ensure participation from diverse audiences.
Travel Costs for Access
Travel expenses for applicants and or/participants who may need to consider personal safety rather than disability. Travel expenses for participants, such as disabled people, people without easy access to transport, children and young people.
Costs that are not eligible
These costs are not eligible as access costs, but some can be considered under general project expenditure.
Communications
Costs for marketing materials that do not specifically address access needs.
General Office Supplies
Standard office supplies (e.g. paper, pens) unless they are specifically required to accommodate access needs. Materials can be included in your project budget as general project expenditure.
General Training Costs
Costs for general professional development training that is not directly related to accessibility or inclusion should be included in your project budget as general project expenditure.
Home Office Setup
General home office setup costs not directly tied to access needs (e.g., desk, chair) unless they relate to a specific accessibility requirement. Home office equipment can be reflected in fees and be claimed through tax returns.
Long-Term Childcare Costs
Contributions to ongoing childcare costs that are already in place and that do not directly relate to specific project activities or skills development. Fees should be set at a level that allows those working on the project to meet their childcare cost requirements.
Mental Health Support - General Long-Term Mental Health Support
Ongoing therapy or mental health support that is not specifically tied to project participation or development activities. These costs are generally seen as personal health expenses.
Mental Health Support - Costs Covered by Insurance
If the therapy, counselling or mental health support is covered by health insurance or other funding sources, it may not be eligible to be claimed as access costs.
Mental Health Support - Preventive or Maintenance Support
Routine therapy or counselling sessions that are part of a regular mental health maintenance plan and not directly linked to enabling participation in a specific project.
Additional Support Resources
We encourage applicants to explore and utilise other available support programs, where applicable. For example:
Access to Work
If you or a team member has a disability or health condition, you may be eligible for support through the UK government's Access to Work scheme. This program can provide practical and financial support for workplace adjustments. Visit - Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk)
Other support schemes
Depending on your situation, there may be additional local or national support programs available. We recommend researching these options as they may complement or reduce the access costs requested in your application.
Please note that while we encourage you to seek additional support where available, this does not preclude you from requesting necessary access costs in your application. We understand that other support schemes may not cover all needs or may not be applicable in all situations.
Contact us
For further information or guidance on access support and eligible costs, please contact us at: [email protected]