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Alumni Grant Scheme Guidelines September 2018: Australia Awards Indonesia
Alumni Grant Scheme Guidelines September 2018: Australia Awards Indonesia
Indonesia
Alumni Grant Scheme
Guidelines
September 2018
Table of Contents
1. AGS Purpose and objectives 3
2. Eligibility 3
3. Grant types and eligible activities 4
3.1. Project grants 5
3.1.1.
Co-financing 6
3.2. Follow-on grants 6
4. Application process 6
5. Selection criteria 7
6. Selection process 9
7. Grant terms and conditions 9
7.1. General terms and conditions 10
7.2. Payment of grant funds 10
7.3. Termination or withdrawal of funding 11
7.4. Taxation 12
7.5. Insurance 12
8. Grantee support and knowledge sharing 12
9. Performance monitoring and evaluation 13
10. Reporting and acquittal of funds 13
11. Gender equality and social inclusion 14
12. Risk management and fraud 15
13. Publicity and Australian Identity 16
14. Intellectual property 16
15. Privacy and Freedom of Information 16
16. Child protection 16
17. Complaints and appeal 16
18. Contact details 16
Annex 1 – AGS Express of Interest Guideline 18
Annex 2 – AGS Proposal Guideline 20
Annex 3 – Weighting of selection criteria 25
Annex 4 – AGS Reporting Guideline 26
1. AGS Purpose and
objectives
In October 2014, Australia Awards
Indonesia (AAI) launched the Alumni Grant
Scheme (AGS). The purpose of the AGS is to
support the application and sharing of knowledge
and experience gained by Indonesian alumni dur-
ing their studies in Australia. The grant scheme is
intended to facilitate the strengthening of linkag-
es between Indonesians and Australians. The
types of grants offered to alumni are designed for
these purposes.
1
The AGS contributes to AAI’s four end-of-program outcomes: (1) Indonesian alumni are using their skills, knowledge and networks to contribute to sustainable development; (2) Indonesian
alumni are contributing to cooperation between Australia and Indonesia; (3) Effective mutually advantageous partnerships between institutions and businesses in Australia and Indonesia; and (4)
Indonesian alumni view Australia, Australians and Australian expertise positively.
2
This includes Colombo Plan Scholars, Australia Awards Long-Term Award recipients, Australian Defense Program participants, Australian DIBC Program participants, and Australian Endeavour
Scholarship recipients.
3
These include but not limited to the Australia Indonesia Muslim Exchange Program; Bridge Project; Australian Indonesia Youth Exchange Program, and visiting journalist programs.
3
3. Grant types and eligible activities
Grant type Purpose Grant amount Eligible applicants Eligible activities
Project To implement a Up to AUD 10,000 Individual alumni Training, workshops,
grants specified project (IDR 100 million) or groups led by seminars
in support of the alumni
objectives of the AUD 12,000 (IDR Capacity building, men-
Alumni Grant 120 million) (if toring or coaching
Scheme partnering with an
Australian organi- Academic Research
sation)
R&D and innovation
Matching funds of
50% of a third-par- Knowledge or technology
ty contribution, to a transfer
maximum of AUD
3,000 (IDR 30 Networking programs
million)
Public awareness cam-
paigns
Organisational strength-
ening
Community development
activities
4
3.1. Project grants
Example 1:
• government;
• universities and other educational
institutions;
• private sector firms;
• trusts and foundations;
• non-profit organisations;
• private giving and fundraising events; and,
• crowdfunding.
5
4. Application process
Project grants are offered twice a year. Australia
Awards in Indonesia (AAI) advertises application
rounds for the AGS through the Global Alumni
and AAI websites and social media platforms
in order to attract a range of applicants from
across the alumni network.
3
program in Australia and/or professional An inclusive society through effective
experience. governance
3. The project addresses an issue of strategic
value to Australia and/or Indonesia Support for improved law and justice sector
in relation to at least one of the following outcomes, local government strengthening,
priority development areas: women’s empowerment and access for
people with disabilities to public services
and social assistance.
8
6. Selection process
The selection process for project grants and
follow-on grants consists of the following phases
and stages:
4
The Commonwealth Grants Rules and Guidelines (2014) specify that this information must remain on the website for at least two financial years (p. 14).
9
7. Grant terms and
conditions
7.1. General terms and conditions
Successful applicants are required to sign grant
agreements with AAI on behalf of the Common-
wealth of Australia represented by DFAT. The
full terms and conditions of the grant will be set
out in the grant agreement. Grant funds cannot
be paid until AAI receives a signed grant agree-
ment.
10
Milestone payments for these tranches will be
outlined in the grant agreement.
7.5. Insurance
Grantees are required to obtain any insurance
that is necessary or prudent for undertaking
their project. This includes any necessary insur-
ance for equipment. Grantees undertaking any
travel outside their home country as part of their
project are required to purchase comprehensive
travel insurance prior to travel. Travel insurance
must include medical and hospital coverage,
including for medical evacuation, permanent
disability and accidental death. AAI does not
accept any liability for any medical, hospital or
evacuation costs incurred by participants in
projects funded by AAI.
12
AAI staff will continue to provide advice on these
matters to grantees throughout the funding peri-
od.
9. Performance monitoring
and evaluation
AAI provides support to grantees to monitor,
evaluate and report on the outcomes of their
projects. Grantees are required to report against
a number of indicators depending on the type
of project as well as to provide more qualitative
analysis of project achievements and impact.
For project grants and follow-on grants lasting less than 6 months
For project grants and follow-on grants lasting more than 6 months
14
Consideration of GEDSI issues will vary depend-
ing on the type of activity proposed, however all
12. Risk management
grants must demonstrate consideration of how and fraud
the grant will contribute to empowering women
and girls, promoting gender equality, disability Grantees are required to regularly review and
and social inclusion. manage the risks identified in their propos-
als throughout the grant period. AAI requires
Ensures that barriers to women’s, people with grantees to report key risks and risk response
disabilities and rural disadvantaged peoples’ in a timely manner. This includes risks to the
participation are identified and addressed. achievement of the program’s objectives, fiduci-
ary risks, and risks to the reputation of AAI or the
All activities will apply principles of do no harm, Australian Government.
ensuring that they do not exacerbate existing
gender inequalities for people with disabilities. DFAT’s approach to identifying and assessing
risk in aid investments follows the principles of
AAI encourages female alumni and alumni with the International Standard on Risk Management
a disability to apply to the AGS for grant funding. (AS/NZ 31000:2009). Further information on
AAI welcomes project proposals from alumni risk management in the aid program is available
which promote gender equality and women’s on the DFAT website.
empowerment and inclusion and improved qual-
ity of life for people with a disability.
15
AAI has zero tolerance towards fraud and is
committed to minimising the incidence of fraud
through the development, implementation and
regular review of fraud prevention, detection and
response strategies. AAI expects all grantees to
comply with DFAT’s Fraud Policy Statement and
Fraud Control and Anti-Corruption Plan.
16
AAI and DFAT may also publish this informa-
Grantees should contact AAI for appropri- tion, excluding personal information, in Annual
ate specific guidance prior to publications Reports. In other circumstances, AAI only uses
or public presentations. and/or discloses personal information in ac-
cordance with the Privacy Act 1988. Applicants
The grantee will be solely responsible for should also note the provisions of the Freedom
any discrepancy that is reflected in the pub- of Information Act 1982 apply to documents in
lications and/or reports of their grant. The AAI and DFAT’s possession.
results of the grants may not necessarily be
the view endorsed by the Australian Depart- Further information is available in DFAT’s privacy
ment of Foreign Affairs and Trade (DFAT) or policy.
AAI.
Applicant Details
Previous Grants If it’s a follow-on grant, what is: If you are applying for a fol-
low-on grant, please state the
The innovation/ unique from
innovation and unique target/
the previous project
goals that offered.
Applicant Details
19
Express of Interest Application
Section Required Information Notes
Applicant Details
Project Summary
20
Project Description Objectives The project objectives should
Rationale indicate the intention of the
Project summary project. Outcomes should
Activities indicate the change in knowl-
Schedule of activities edge, skills, behaviour or state
Project location that will occur if the project is
successful.
21
Priority Development Area Economic institutions and
infrastructure
Human development
Inclusive society through
effective governance
Project Objectives and Objectives of grant project Objective should indicate the
Outcomes Expected outcomes of intention of the project. Out-
project comes should indicate the
change in knowledge, skills,
behaviour or state that will oc-
cur if the project is successful.
Outcomes here should be tied
to one or more of AAI’s five
end-of-program outcomes.
For example,
Expected Result
22
Outcome Statement Outcome Outcomes are changes and
improvements that the direct
beneficiaries and indirect
beneficiaries will experience
as a result of the proposed
project.
Risk and Risk Type of Risk (Potential risks The applicant should iden-
Management to project success) tify 2-4 risks, including risks
Risk Management (Activi- associated with the delivery of
ties to mitigate or manage the activities, achievement of
risks) results, the use of grant fund-
ing, and the reputation of AAI
and DFAT.. The likelihood of
the risk occurring should be
rated either:
23
very low, low, medium, high,
or very high. Each risk rated
medium, high or very high
should have mitigation activ-
ities associated with it. The
risk rating should reflect the
degree of risk before the miti-
gation activities are delivered.
Project Budget
2. Links with Australia 20% Does the project involve Australians? Does
it strengthen links between Australian and
Indonesian organisations?
5. Geographic Focus Areas 10% Will the project benefit people in one or
more GFA provinces?5
10. Communications 5% Will other AAI alumni see the project story
as being interesting? Does it have value as
a communications piece to AAI and DFAT
communications personnel?
GFA provinces include Aceh, Maluku, Maluku Utara, Nusa Tenggara Barat, Nusa Tenggara Timur, Papua and Papua Barat.
5
Marginalised groups could include women, people with disability, youth, people living with HIV/AIDS, people who are LGBT.
6
25
Annex 3
AGS Reporting Guideline
This AGS Reporting Guideline provides information and guidance for grantees’ narrative and
financial reporting. The reports covered in this Guideline include: the Grant Progress Report
and Grant Completion Report as well as the Interim Financial Report and Financial Report.
Grant Progress Report and Grant Completion Report
Section Required Information Notes
Gender Male
Female
Project Dates Actual start date Explain any variance with what
Actual end date was planned
Implementation Describe the project delivered Explain any variance with what
List the main activities was planned
delivered
26
Collaborating Organisations Name Explain any variance with what
Role in project was planned
Project Objectives and Objectives achieved Explain any variance with what
Outcomes Outcomes achieved was planned
Innovations achieved
Project Indicators and Targets Report on the indicators of Explain any variance with what
achievement of outcomes was planned
Report on the achievement
of targets for activities and
participants
Beneficiaries in Indonesia Actual beneficiaries in Indo- Explain any variance with what
nesia was planned
Project Promotion
Publicity and Promotion Promotion products and Explain any variance with
activities delivered what was planned
27
Feedback to AAI Effectiveness of Grant Guide- Explain any variance with what
lines and other materials was planned
Effectiveness of AGS Man-
agement team
Effectiveness of GO work-
shop
Effectiveness of AGS techni-
cal support
28