09-11-2010

AIC Grant Guidelines - Department of …

Advancing the interests of Australia and Australians internationally

Australia-India Council Grants Program
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Introduction Important information for Grant Applicants Who Can Apply When to Apply How to Apply Expression of Interest Guidelines and Selection Criteria Activities not funded Notification Responsibilities of successful applicants Tips on Completing the Forms Contacts Download forms

I ntroduction
The Australia-India Council (AIC) welcomes funding applications from individuals and organisations in Australia for projects which are likely to promote long-term contact and cooperation between Australia and India. AIC grants are intended to provide seed funds for innovative proposals relevant to the mission and goals of the Council. The Council gives priority to projects in the following areas: The Arts (including literature and film) Education Social initiatives (including public health and sport) Science/Technology/Environment Public Policy Activities (including media links) The Council will also consider applications for funding support for a limited number of projects and activities in other areas consistent with Council objectives. All funding applications are made using standard documents and are assessed by a standard appraisal procedure, helping to ensure consistency and equity in Council funding decisions. While grant amounts will be considered on a proposal basis, major grant funding of AUD 20,000 or more for any single activity will only be provided in exceptional circumstances and where the Council decides the project will become a priority activity of the AIC in that financial year.

dfat.gov.au/aic/grant_guidelines.html

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au/aic/grant_guidelines. Applicants should therefore thoroughly read these Guidelines and the instructions in the grant application to ensure their application is compliant at initial submission. Applications from Indian individuals and organisations will only be accepted if forwarded to the Council by AIC India. Common errors include: applications which seek AIC funding for (ineligible) salaries and fees budgets which do not balance. the AIC Board authorised the Secretariat to return any non-compliant applications at their discretion. When to Apply Applications should preferably be made at least six months in advance of the starting date of the proposed activity. that partner should apply for the funding assistance. grant funding rounds are not announced on this webpage. depending on the scheduling of the Board's meetings. Contacts details for AIC India can be found at the bottom of this page.gov. or to award no grant funding after the consideration of applications received in a funding round. Deadlines will vary. As a government organisation. If an application is found to be non-compliant after the deadline for the relevant funding round. Individuals who intend the grant they are applying for to be administered by a university should seek formal endorsement of their application from the relevant universities' Research Office or equivalent. the Australia-India Council is committed to the principles of equal opportunity and encourages individuals and organisations from target groups to apply for grants under this scheme. or which do not indicate (with an asterisk) which funding items the AIC grant will be used for unsigned or absent referee letters. In April 2010. Individuals and organisations may apply for grants. Individuals and organisations from India are not permitted to apply directly to the Council for funding assistance.Department of … Applicants should note that the AIC unconditionally reserves the right to cancel a funding round. I mportant information for Grant Applic ants The Council receives a large number of applications each round which do not comply with the requirements set out in these Guidelines. The Council's intention is to hold three grant funding rounds each year.html 2/7 . and/or a lack of documentary evidence of support for the project from other parties.09-11-2010 AIC Grant Guidelines . Proof of citizenship or residency may be required. Please note. The applicant should demonstrate an established record of achievement in the development and management of projects relevant to their proposed area of endeavour. However. If the project has an Australian partner. Who Can Appl y Individual applicants must be Australian citizens or Australian permanent residents. Applicants who have submitted non-compliant applications will be provided with an opportunity to rectify issues identified. and therefore have their proposal considered by the Board. and should provide evidence of this. the applicant will need to resubmit the amended application in the following funding round. Deadlines for grant funding rounds are dfat. no extension to the deadline will be provided. Individuals or organisations from India who do not have an Australian partner must contact AIC India to discuss their proposal.

evidence of the willingness of each such organisation to provide support. including corporate sponsors. partners. Applicants for funding must comply with these guidelines when submitting proposals for consideration. The AIC must have a signed copy of your form on or before the closing date. Late applications may not be accepted.au on or before the closing date. 4.au/aic/grant_guidelines.gov. The AIC may decide to award funding conditional on supplementary funds being raised from other sources. It is intended to reduce the workload burden on applicants. support requested from the AIC should constitute seed funding to encourage financial assistance from other sources. Applicants should include a brief outline of their proposed project. The activity should have clearly defined objectives consistent with the AIC’s objectives. 2. you should also fax your signed form to the AIC on (02) 6112 3833. The form must be submitted electronically by email (in Word. and as such feedback on EOIs will be provided to potential applicants as Secretariat workloads permit. as the EOI does not require written referee reports or evidence of partner support. The Secretariat will make every effort to provide feedback on the EOI within four weeks of receipt. Individuals or organisations applying for funding should have a substantial record of achievement in the proposed field of activity. Expres s ion of I nteres t (Optional) Individuals and groups who are considering applying for AIC funding can choose to submit an “Expression of Interest” (EOI) to receive an informed indication from the Secretariat as to whether their proposal is likely to be of interest to the Board. Preference will be given to projects which are able to dfat. In-kind support may include accommodation and other services provided without charge in either country. Your EOI must be submitted using the form provided and cannot exceed three A4 pages. The activity should be a worthwhile initiative that will contribute to the AIC's objectives of promoting a broader and deeper relationship between Australia and India. Where possible. and may informally consult with one or more of the AIC Board Members in determining whether the proposal is of interest. P re fe re nce will b e give n to p roj e cts tha t showca se Austra lia n e xce lle nce to influe ntia l Ind ia n a ud ie nce s. or which e xp ose Ind ia n op inion-ma ke rs to the b e st of Austra lia . Applicants must complete the attached form in full to apply for AIC grant funding. pdf or rtf) to ausindia. Guidelines and Sel ecti on Criteria All applications are assessed against the AIC's guidelines for funding. The EOI form is available for download in several formats (word) [ PDF ]. The Secretariat will consider the EOI against the AIC’s selection criteria. 3.council@dfat. The signed original must also be posted to the Secretariat at our address (not required for EOI). Council.Department of … H ow to Apply The AIC Grant Application form can be downloaded here (word) [ PDF ]. but applicants should proceed directly to a full grant application if time is a factor.html 3/7 . 5.gov. should be provided. Applicants are also advised that a successful EOI is not a guarantee of success when the grant application is lodged. 6. either financially or in kind. The project should establish prospects for future independent activity as a result of initial Council funding. If your electronic form is not signed and your signed original may not reach the AIC on time. There are no set deadlines for the acceptance of EOIs. AIC Grant Guidelines . Where an activity for which AIC support is sought is dependent upon the support of other organisations either in Australia or in India. T he re is no ob liga tion to sub mit a n E OI to the Austra lia -Ind ia Council The process is intended only to assist applicants and to contribute to the development of more targeted and appropriate grant applications. 1.09-11-2010 announced on the AIC home page. and anticipated funding request.

. Only one participant per conference will be eligible for possible AIC travel support. Any delay should be reported in good time with. Salaries and honorariums.Department of … demonstrate that they have obtained part of their funding from other sources and can provide evidence of 7. Activities that are properly the responsibility of other funding bodies or other government agencies.html 4/7 . equipment or computer software. 6. Funding. activities under bilateral science and technology agreements. including whether it is in an existing priority area or a prospective area of high engagement. An exception to the general rule may be made for participants in conferences when the subject of the conference is of direct relevance to the Australia-India relationship and the applicant is a leader in the field who will be presenting a keynote or major address to the conference.au/aic/grant_guidelines. this should be costed as the applicable economy class excursion fare. All eligible applications will be assessed by the Council’s Board against the following assessment criteria: 1. Funding support to grant-giving organisations for activities mainly involving their own personnel and/or other costs. Applicants must also demonstrate that a substantial program will be arranged before and/or after the conference. The AIC will not reimburse applicants for additional expenses incurred because of late bookings or other problems requiring tickets to be paid for at a higher rate. The extent to which the project’s objectives are clearly defined and consistent with the Council’s objectives. 8. Conference/meeting travel. 2. The extent to which the proposal will showcase Australian excellence. and/or has existing or potential links to other AIC initiatives. AIC funding is normally awarded for a specific financial year. 3. The relevance of the subject matter. except where the Council considers there is a direct and broadly based benefit for Australia-India relations. The project’s potential to engage a wide and/or influential audience. post graduate students applying for travel assistance to do field work as part of their thesis will not normally be considered. and academic or other research which is more appropriately funded by universities.gov. Provision should be made in the application for publicity or promotion of the project. trade promotion activities normally handled by Austrade. The project’s potential to establish long-term links and continuing exchanges. a request for extension to allow the AIC to consider the circumstances and to take any appropriate action.09-11-2010 such support. the Australian Research Council or other institutions.g. 4. Activities that are commercially viable in their own right and/or which give a commercial advantage to one dfat. 5. Acti viti es not funded The AIC is interested in a very broad range of activities. however. Activities that are properly the responsibility of the host institution e. will not normally be made available for the following purposes: Capital expenditure in real property. Where an activity contains an international airfare component. The applicant/s ability to deliver the project successfully and the quality of the application. 9. If funding cannot be taken up within the specified period it may be withdrawn. AIC Grant Guidelines . if required. for example: development assistance projects. Full acknowledgement of the Council’s support is required in all promotional materials and publications.

09-11-2010 organisation. All AIC funding is given on the condition that the applicant will provide a report on the project and an adequate financial acquittal within 30 days of the completion of the activities for which the funding is provided. to allow it to consider the circumstances and take any appropriate action. Failure to do so will prevent the applicant from being given further funding and may lead to grant recovery action. This person or entity will be required to enter into a funding (grant) agreement with the Commonwealth of Australia (represented by the Department of Foreign Affairs and Trade). dfat. Funding recipients who do not have an ABN are required to provide the Secretariat with a completed ATO Statement by a Supplier form. you a re strongly re comme nd e d to sub mit a n E xp re ssion of Inte re st b e fore p roce e d ing to a full gra nt a p p lica tion. Funding of completed projects. If the project involves guests travelling to Australia or India. Successful applicants will receive the Council's Funding Agreement forms and will be advised of any additional special conditions which the AIC may specify for the grant. airport taxes.gov. or the payment of administrative charges levied by the applicant's organisation.au/aic/grant_guidelines. Any likely delay should therefore be reported in good time to the Council. any necessary insurance for equipment. ground transport. If a grant cannot be taken up within the specified period. The AIC reserves the right to withdraw funding if a grant recipient fails to comply with the Council’s Funding Agreement. Payment will only be made after receipt of the signed Funding Acceptance form. The applicant should be the owner of the bank account into which the grant (if successful) will be paid. which may arise from the award of funding. visa charges. please be aware of the following: Do not supply covering letters as they are not forwarded to the Council. Res pons i bi liti es of s uc ces s ful applic ants Funding recipients are normally responsible for all administrative costs and arrangements associated with their project. AIC Grant Guidelines . If you a re unsure whe the r your p rop osa l will fa ll into one of the ca te gorie s a b ove . Employment of research assistants. Ti ps on Completi ng the Forms In order to give your application the best possible chance.html 5/7 . travel and health insurance for project participants. administrative staff etc. N otific ation All applicants for Council funding will be advised in writing of the outcome of their grant application shortly after the Board meeting. including visa and travel arrangements. An interim report is required in the case of any activity that extends beyond six months. medical and hospital insurance cover for visitors not covered by Medicare in Australia (including evacuation and death cover).. or recurrent funding of projects. Funding recipients are also responsible for making their own arrangements regarding any taxation liabilities. and legally responsible for the proper acquittal of any funds awarded. Persons signing application and funding acceptance forms must be duly authorised to do so. the AIC Secretariat should be advised at least two weeks before the guests arrive to provide an opportunity for appropriate AIC involvement. and accommodation costs and arrangements.Department of … Any project in which the Australia-India component is incidental to the main aims of the project. and a Tax Invoice (with GST included in the case of GST-registered funding recipients). it will be withdrawn in order to give other applicants an opportunity to carry out a project. Council grants must normally be taken up in the financial year for which they are granted.

The AIC will not accept un-signed referees’ reports. Unless the Council specifies otherwise.Department of … The start date for the project should take into account project preparation time. or to provide funding at the level sought. An electronic copy (in Word. Follow up with your referees to ensure that their signed written references are received by the Secretariat before the closing date.e. All documentation must be in English. Council funding of international air fares is at the applicable economy excursion rate.html 6/7 . Remember that the AIC may have little or no knowledge of what you do. you may also submit a facsimile copy of your form to show that it is signed.gov. black or blue). Applicants should note that misleading the Australian Government on financial matters may have serious consequences. If you are registered for GST. the following tips for completing your Application Form are also important: Ensure your Budget (incoming funds) matches your Expenditure Statement (project costs) in the Application Form. in addition to commenting on the project itself. Ensure that you include all in-kind contributions to the project. including any potential fees waived by the project participants (noting that fees/ salaries/honorariums are not eligible for AIC funding). the AIC will add that amount to your grant. The Council will not reimburse applicants for additional expenses incurred because of late bookings or other problems requiring tickets to be paid at a higher rate.1 of the Criminal Code (Cth). The amount applied for should be exclusive of GST. Typed applications are preferred wherever possible. Do not staple or bind the application. write neatly with a dark pen (i. The AIC will not normally consider requests for supplementary funding. The AIC may also decline to fund specific items in project budgets. DVDs and other supporting material may not be seen by Council members. pdf or rtf) is essential and must be followed by the original signed document in the post (address details are on the forms). Referees should be independent of the project and be able to comment on your ability to undertake the project. ensure that your forms are clear. Late references will not be accepted. As decisions are based on information provided. If you must hand-write the application. The budget should make adequate provision for all likely expenses. Please note that CVs are strictly limited to one page. comprehensive and concise. All main documentation should be in black and white. Colour photographs. dfat. Unspent grant funds must be returned to the Council. If any supporting material is to be returned to you. If you think the Secretariat will not receive your signed form by the deadline. it is an offence to provide false or misleading information to an Australian Government body in an application for a benefit. Under section 136. It is advisable that you include references when submitting the application if possible. Provide the most detailed and accurate Expenditure Statement possible. books. If you have any queries or problems. these will be the only activities for which you can use the grant. please include a stamped self-addressed envelope. punishable by up to 12 months imprisonment. In addition to the points above. Ensure the items you wish the AIC to fund or partially fund are clearly indicated with an asterisk (*). please contact the Secretariat.au/aic/grant_guidelines.09-11-2010 AIC Grant Guidelines . We must receive a signe d form by the closing date/time.

Australian High Commission 1/50 G.110 021 Telephone: 4139 9947 dfat.html 7/7 .09-11-2010 AIC Grant Guidelines .Department of … Contac ts Ap p lica tions a nd E OIs should b e a d d re sse d to: The Director Australia-India Council PO Box5363 KINGSTON ACT 2604 Tel: 02 6261 3833 Ind ia n a p p lica nts should conta ct: Australia-India Council C/.au/aic/grant_guidelines.council@dfat. Shantipath. Chanakyapuri New Delhi – 110 021 Tel: 4139 9947 D ownload forms Download EOI form [PDF] | [Word] Download Application form [PDF] | [Word] In this s ection About the AIC AIC Board Members AIC Annual Activity Reports Australia-India Council Grants Program Australia-India Focus newsletters Contac ts Postal address: Australia-India Council PO Box 5363 Kingston ACT 2604 Telephone: (02) 6261 3833 Facsimile: (02) 6112 3833 Email: ausindia. Shantipath.gov. Chanakyapuri New Delhi .au Indian applicants should contact: Australia-India Council C/.gov.Australian High Commission 1/50 G.

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