Terms and Conditions 2018

I. Background

Australia’s global alumni are a vital diplomatic asset. In the Philippines, Australian educated Filipinos contribute in many ways to strengthen Philippines-Australia diplomatic ties and build strong people to people links to Australia Alumni are strong advocates in promoting Australia as a provider of world-class education services.

This Alumni Grant Scheme (AGS) will support alumni to contribute to Philippines’s development goals and have positive relationships with Australia that advance mutual interests. All Australian alumni in the Philippines will have an opportunity to access the AGS to undertake activities that support the below eligible activities.

II. General Objectives

The AGS aims to assist alumni to undertake projects and activities that leverage their Australian and technical expertise. The AGS will give alumni a platform to deliver projects that contribute to The Philippines’ economic and development goals by providing small grants. The AGS will create opportunities that promote positive interaction and engagement between Australia and the Philippines.

Specifically, AGS Philippines aims to:

  • provide alumni with opportunities to enhance and use their knowledge and skills;
  • develop, maintain and strengthen professional linkages and partnerships between alumni and the Australian government, Australian businesses, and public and private organisations and educational institutions;
  • connect alumni to each other across disciplines and professions, organisations and institutions, and geographic areas in order to share good practice and create opportunities for collaboration;
  • develop a network of alumni who view Australia in a positive light; and,
  • showcase Australia’s excellence as a global provider of high quality education and research.

III. Eligible Activities

The scheme will support short-term projects and activities of alumni that highlight Australian education, strengthen linkages between Australia and the Philippines, and contribute to the development of the Philippines. Eligible activities must:

  • Highlight and promote Australian education in the Philippines
  • Strengthen professional links of the alumni with Philippine and/or Australian institutions
  • Share their training, knowledge and skills with local communities or organisations
  • Create opportunities for joint public and private sector development activities and advocacies
  • Be innovative, sustainable and have a social media component
  • Respond to an immediate or short-term need that will provide substantial benefits and create a significant impact to the organisation and/or community
  • Promote gender equality, women’s empowerment and social inclusion
  • Be implemented in the Philippines

Examples of activities include:

  1. Development activities. These activities will contribute to the development of a specific community or organization e.g. development projects, knowledge and technology transfer activities, workshops and public awareness campaigns.
  2. Knowledge sharing activities. These are activities which facilitate knowledge and skills sharing, e.g joint research with Australian education institutions, delivery of training, seminars, workshops and journal or article publication.

The Australian Embassy has a strong commitment to empowering women and people with disability and strongly encourages alumni who apply to support this sector.

IV. Eligible Proponents

The AGS Philippines is open to all Filipino nationals who have graduated from a recognised Australian tertiary education, including those that self-funded their study in Australia. It is also open to alumni who have graduated from short-term study or fellowship programs from recognised Australian institutions. Alumni can apply as an individual, group or on behalf of an alumni association.

V. Funding Source and Grant Duration

The value of an activity can be up to a maximum of PHP 200,000. Project costs and proposed Sources of funding must be included in the proposal. Expenses that are not eligible for funding are detailed in the Annex 1: Alumni Grant Scheme Proposal Form.

The maximum duration for implementing a grant is 6 months. Implementation should commence within 2 months of funding approval. In case of a delay in implementation, the grantee should notify the Australia Awards Philippines Alumni Engagement Manager in writing proposing new implementation timelines at the contact provided below.

VI. Appraisal and Approval Procedures

The AGS proposal form should be accomplished and submitted online through www.australiaawardsphilippines.org/alumni/ags/submit before 5:00 PM on 15 November 2018.

All applications will be acknowledged upon receipt. Selected proposals will be advised not later than December 3, 2018.

Proposals will be assessed and approved on a competitive basis by the AGS Philippines Grants screening committee composed of representatives from the: Department of Foreign Affairs and Trade and the Australia Awards and Alumni Engagement Program-Philippines.

The assessment of each proposal will be based on the following criteria:

  • Relevance to the objectives of the AGS  
    • Highlight and promote Australian education in the Philippines
    • Strengthen professional links of the alumni with Philippine and/or Australian institutions
    • Share their Australian training, knowledge and skills with local communities or organisations
    • Create opportunities for joint public and private sector development activities and advocacies
    • Promote gender equality and social inclusion
    • Be sustainable and have a social media component
  • Soundness of project plan and methodology       
    • The project plan is well developed and integrated to address the objectives and activities of the AGS.
    • The methodology is highly likely to lead to concrete and meaningful results.
  • Sustainability & replicability       
    • The project shows potential for sustainability.
    • It can be localised and adapted by other proponents under varying circumstances and milieu.

VII. Exclusions

Types of activities and expenses that are outright excluded from the grant include:

  • Academic or short-course trainings to be taken by the alumnus/alumna.
  • Purchase for non-expendable supplies, unless essential to the conduct of the project or program.
  • Australia Awards Re-Entry Action Plans.
  • Travel to other countries by the alumnus/alumna.

VII. Terms and Conditions

The schedule of disbursement of the funds from the grant is as follows:
  • 50% on commencement, upon approval and acceptance of the project.
  • 30% upon the submission of the mid-term project review, based on submitted and approved final implementation and cost plan (for major projects or events).
  • Final 20% at project end, upon submission and approval of the terminal report.

This schedule of disbursement will be generally followed. However, for special cases, the proposal can present a revised disbursement schedule if critical to the nature of the project they intend to implement. The final tranche will entail closer monitoring from the AGS Manager and strict reporting from the proponents/implementers to ensure the full completion of the project.

The project proposal must include the bank details that will be used to handle the funds for the project. For registered groups or organisations, the bank account must be under the organisation’s name. For unregistered groups, the bank account must be under the group leader’s name. All transfers of the fund will be directed to the bank details provided, and it is the responsibility of the proponent to keep the account funded and active within the duration of the project. Group members will be asked to sign an acknowledgment of financial arrangements in the contract and final report.

IX. Monitoring and Reporting

The following activity and financial reports are required for all successful grant applications:

  1. Monthly Activity Progress Report (1-2 pages) – to be submitted monthly throughout the project. This should provide an update on key activities, events and progress towards completion, risks (where relevant), budget and expenditure, any qualitative and quantitative data, social media and other relevant information.
  2. Activity Completion Report (up to 10 pages) – due one month from completion of the project. This should include a full recap of key activities and outcomes, events and indicators of completion, any ongoing work, risks, full breakdown of budget and expenditure, qualitative and quantitative data and reports, social media and other relevant information.

It is the responsibility of the alumni or group leader to provide timely updates and feedback to AAAEP-P regarding the implementation of the project. Through the group leader, the implementing team is required to submit the following:

  1. Information on major changes to the scope and details of the proposed activity or project, or significant changes to the allocation of fund items within the project, to be reported throughout the duration of the project as they arise.
  2. Written update following the second tranche,
  3. Final report, including detailed acquittal and financial reporting on project expenses and disbursements. This should be submitted within one month after completion of the project or activity.
  4. All social media promotions such as blogs, tweets, and Facebook and Instagram Videos and photos of activity are to be posted also on the AAAEP-P microsite provided for the Grant Scheme recipients. Photos and videos are very much welcome along with the written reports.

IX. Other Provisions

Fraud Control

Fraud is described as “dishonestly obtaining a benefit by deception or other means”. The AGS strictly adheres to the Department of Foreign Affairs & Trade’s Fraud Control Policy and the Commonwealth Fraud Control Guidelines with a “zero-tolerance” to any form of fraudulent activity. This means that the AGS will not condone any form of fraudulent behaviour in its operations such payment of bribes, facilitation payments or “hidden” commissions for any reason.

Child Protection

Organisations or institutions whose applications propose working directly with children must have a clearly articulated and functional child protection policy in place. This policy shall be provided to AGS upon request. The child protection policy shall include procedures for protecting children in the proposed activity, amongst other things, from any potential sexual, mental and physical abuse by staff members or other adults involved in the activity.

Terrorism Financing Risks

All organisations or institutions must make all reasonable efforts to identify and understand the level of terrorism-financing risk that a proposed activity may be exposed to across its entire life cycle. Where a specific risk is identified, necessary actions must be taken to manage and reduce this risk. Grants will not be provided where there is non-mitigated risk of financing terrorism.

Record Keeping

The Secretariat shall ensure that records including all official forms and templates, minutes of evaluation proceedings and related meetings, reports of project proponents (mid-term, terminal, and acquittal) are properly maintained and kept. This allows easy and ready access of records should an audit arise.


 

ANNEX 1: ALUMNI GRANT SCHEME PROPOSAL FORM

 

Please read the Alumni Grant Scheme Guidelines carefully before submitting your applications.  .

Proposals should be typed on A4 paper and be no more than 5 pages in length (excluding annexes). Project/activity timeline may begin as soon as December 15, 2018 and be completed no later than June 15, 2019. Proposals may cost up to P200,000 and must be implemented in the Philippines.

Project Template

The project proposal to be submitted must follow a provided template, which will include information on the following:

Information Sheet

PERSONAL DETAILS:

Title:

Full Name:

Gender:

Date of Birth:

Address:

City/Municipality:

Province:

Telephone:

Mobile Number:

Email:

PROFESSIONAL DETAILS:

Occupation:

Employer:

Sector:

Office contact:

ACADEMIC BACKGROUND:

Australian institution:

State:

Course/training programme completed:

Date of completion (MM/YYYY):

Funding: Scholarship / Fee-Paying

Granting Institution:

 

Basic Project Details

  • project title and type, proponent name/group name, location of implementation, start and end date, total project cost.

Project Profile

  1. Rationale – identify what need or problem the project intends to solve, or opportunity that it addresses.
  2. Objectives – state what the project aims to achieve, in terms of results and impact. It should be SMART – specific, measurable, attainable, result-oriented and with a time duration.
  3. Project description – indicate what the project proposes to do to address the identified problem or opportunity, and how this will be able to achieve the objectives.

Project Plan / Methodology

  • provide the details of the different actions and activities that the project will undertake. Indicate the specific action points per activity, the manpower and resources involved, and expected outputs or outcomes for each activity. If possible, break down each activity into specific sub-activities, and specify dependencies among activities as applicable. Provide graphs or flowcharts to show the progression of activities if possible.

Project Schedule and timeline

  • provide a Gantt chart that shows the project schedule in terms of milestones, task duration, task dependencies, and expected commencement and delivery dates of each activity.

Project Costs and Proposed Sources of Funding

  • present a breakdown of all costs anticipated under the project, including administrative costs and direct activity costs. Identify the total funding needed, and the amount of funding requested from this grant scheme. Also indicate the source of funding that will come from other sources. Indicate a proposed bank account to be used for fund transfer.

Risk Plan

  • provide a list and describe identifiable risks for the project, and present risk management approaches considered by the team in implementing the project.

Institutional Partnerships

  • if relevant, identify institutions, organisations and/or individuals which who can be contacted to collaborate on the project, especially Australian institutions and alumni whose linkages were established as a result of their Australian education or alumni engagement. Describe their roles and contributions to the project implementation.

Attachments:

 

  • Curriculum vitae of individual or team members, limited to 2 pages each, with certificate of training or graduate certificate attached
  • Reports on similar past projects implemented by the team, or by the individuals who are part of the team.
  • For groups: comprehensive group description and history (for organised groups), and certificates of registration with SEC and BIR, if applicable.
  •  

    Applications are accepted only through the online form. All project proposals must be submitted no later than the close of business day on 15 November 2018.  All applications will be acknowledged upon receipt. Selected proposals will be advised not later than 3 December 2018.

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