09-11-2010 AIC Grant Guidelines - Department of …

Advancing the interests of Australia and Australians internationally

Australia-India Council Grants Program

On this page

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.
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Applicants should note that the AIC unconditionally reserves the right to cancel a funding round, or to award no
grant funding after the consideration of applications received in 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. Common errors include:

applications which seek AIC funding for (ineligible) salaries and fees

budgets which do not balance, or which do not indicate (with an asterisk) which funding items the AIC grant
will be used for

unsigned or absent referee letters, and/or

a lack of documentary evidence of support for the project from other parties.

In April 2010, the AIC Board authorised the Secretariat to return any non-compliant applications at their
discretion.

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.

However, no extension to the deadline will be provided. If an application is found to be non-compliant after the
deadline for the relevant funding round, the applicant will need to resubmit the amended application in the
following funding round.

Applicants should therefore thoroughly read these Guidelines and the instructions in the grant application to
ensure their application is compliant at initial submission.

Who Can Appl y

Individual applicants must be Australian citizens or Australian permanent residents. Proof of citizenship or
residency may be required.

Individuals and organisations may apply for grants. The applicant should demonstrate an established record of
achievement in the development and management of projects relevant to their proposed area of endeavour, and
should provide evidence of this.

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.

Individuals and organisations from India are not permitted to apply directly to the Council for funding assistance.
If the project has an Australian partner, that partner should apply for the funding assistance. Individuals or
organisations from India who do not have an Australian partner must contact AIC India to discuss their proposal.
Applications from Indian individuals and organisations will only be accepted if forwarded to the Council by AIC
India.

Contacts details for AIC India can be found at the bottom of this page.

As a government organisation, 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.

When to Apply

Applications should preferably be made at least six months in advance of the starting date of the proposed
activity.

The Council's intention is to hold three grant funding rounds each year. Deadlines will vary, depending on the
scheduling of the Board's meetings.

Please note, grant funding rounds are not announced on this webpage. Deadlines for grant funding rounds are
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announced on the AIC home page.

H ow to Apply

The AIC Grant Application form can be downloaded here (word) [ PDF ]. Applicants must complete the attached
form in full to apply for AIC grant funding.

The form must be submitted electronically by email (in Word, pdf or rtf) to ausindia.council@dfat.gov.au on or
before the closing date. The signed original must also be posted to the Secretariat at our address (not required
for EOI). The AIC must have a signed copy of your form on or before the closing date. If your electronic form is not
signed and your signed original may not reach the AIC on time, you should also fax your signed form to the AIC on
(02) 6112 3833. Late applications may not be accepted.

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. It is intended to reduce the workload burden on applicants, as the EOI does not require
written referee reports or evidence of partner support.

The EOI form is available for download in several formats (word) [ PDF ]. Applicants should include a brief outline
of their proposed project, partners, and anticipated funding request. The Secretariat will consider the EOI against
the AIC’s selection criteria, and may informally consult with one or more of the AIC Board Members in determining
whether the proposal is of interest.

Your EOI must be submitted using the form provided and cannot exceed three A4 pages. There are no set
deadlines for the acceptance of EOIs, and as such feedback on EOIs will be provided to potential applicants as
Secretariat workloads permit. The Secretariat will make every effort to provide feedback on the EOI within four
weeks of receipt, but applicants should proceed directly to a full grant application if time is a factor.

T he re is no ob liga tion to sub mit a n E OI to the Austra lia -Ind ia Council.

Council The process is intended only to
assist applicants and to contribute to the development of more targeted and appropriate grant applications.
Applicants are also advised that a successful EOI is not a guarantee of success when the grant application is
lodged.

Guidelines and Sel ecti on Criteria

All applications are assessed against the AIC's guidelines for funding. Applicants for funding must comply with
these guidelines when submitting proposals for consideration.

1. Individuals or organisations applying for funding should have a substantial record of achievement in the
proposed field of activity.

2. 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. 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 .

3. The activity should have clearly defined objectives consistent with the AIC’s objectives.

4. Where possible, support requested from the AIC should constitute seed funding to encourage financial
assistance from other sources, including corporate sponsors. The AIC may decide to award funding
conditional on supplementary funds being raised from other sources.

5. The project should establish prospects for future independent activity as a result of initial Council funding.

6. Where an activity for which AIC support is sought is dependent upon the support of other organisations
either in Australia or in India, evidence of the willingness of each such organisation to provide support,
either financially or in kind, should be provided. In-kind support may include accommodation and other
services provided without charge in either country. Preference will be given to projects which are able to
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demonstrate that they have obtained part of their funding from other sources and can provide evidence of
such support.

7. Where an activity contains an international airfare component, this should be costed as the applicable
economy class excursion fare. 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.

8. AIC funding is normally awarded for a specific financial year. If funding cannot be taken up within the
specified period it may be withdrawn. Any delay should be reported in good time with, if required, a
request for extension to allow the AIC to consider the circumstances and to take any appropriate action.

9. Provision should be made in the application for publicity or promotion of the project. Full
acknowledgement of the Council’s support is required in all promotional materials and publications.

All eligible applications will be assessed by the Council’s Board against the following assessment criteria:

1. The extent to which the project’s objectives are clearly defined and consistent with the Council’s
objectives.

2. The project’s potential to engage a wide and/or influential audience.

3. The project’s potential to establish long-term links and continuing exchanges.

4. The applicant/s ability to deliver the project successfully and the quality of the application.

5. The relevance of the subject matter, including whether it is in an existing priority area or a prospective
area of high engagement, and/or has existing or potential links to other AIC initiatives.

6. The extent to which the proposal will showcase Australian excellence.

Acti viti es not funded

The AIC is interested in a very broad range of activities. Funding, however, will not normally be made available
for the following purposes:

Capital expenditure in real property, equipment or computer software.

Salaries and honorariums.

Conference/meeting travel. 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. Only
one participant per conference will be eligible for possible AIC travel support. Applicants must also
demonstrate that a substantial program will be arranged before and/or after the conference.

Funding support to grant-giving organisations for activities mainly involving their own personnel and/or
other costs.

Activities that are properly the responsibility of other funding bodies or other government agencies, for
example:
development assistance projects;

activities under bilateral science and technology agreements;

trade promotion activities normally handled by Austrade; and

academic or other research which is more appropriately funded by universities, the Australian
Research Council or other institutions, except where the Council considers there is a direct and
broadly based benefit for Australia-India relations.

Activities that are properly the responsibility of the host institution e.g., post graduate students applying
for travel assistance to do field work as part of their thesis will not normally be considered.

Activities that are commercially viable in their own right and/or which give a commercial advantage to one

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organisation.

Any project in which the Australia-India component is incidental to the main aims of the project.

Employment of research assistants, administrative staff etc., or the payment of administrative charges
levied by the applicant's organisation.

Funding of completed projects, or recurrent funding of projects.

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 , 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.

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. 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.

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, including visa and travel arrangements, visa charges, airport taxes, ground transport, travel and health
insurance for project participants, medical and hospital insurance cover for visitors not covered by Medicare in
Australia (including evacuation and death cover), any necessary insurance for equipment, and accommodation
costs and arrangements.

Funding recipients are also responsible for making their own arrangements regarding any taxation liabilities,
which may arise from the award of funding. Payment will only be made after receipt of the signed Funding
Acceptance form, and a Tax Invoice (with GST included in the case of GST-registered funding recipients).

Funding recipients who do not have an ABN are required to provide the Secretariat with a completed ATO
Statement by a Supplier form.

The AIC reserves the right to withdraw funding if a grant recipient fails to comply with the Council’s Funding
Agreement.

If the project involves guests travelling to Australia or India, the AIC Secretariat should be advised at least two
weeks before the guests arrive to provide an opportunity for appropriate AIC involvement.

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. Failure to do
so will prevent the applicant from being given further funding and may lead to grant recovery action. An interim
report is required in the case of any activity that extends beyond six months.

Council grants must normally be taken up in the financial year for which they are granted. If a grant cannot be
taken up within the specified period, it will be withdrawn in order to give other applicants an opportunity to carry
out a project. Any likely delay should therefore be reported in good time to the Council, to allow it to consider the
circumstances and take any appropriate action.

Ti ps on Completi ng the Forms

In order to give your application the best possible chance, please be aware of the following:

Do not supply covering letters as they are not forwarded to the Council.

The applicant should be the owner of the bank account into which the grant (if successful) will be paid.
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), 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.
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The start date for the project should take into account project preparation time.

The amount applied for should be exclusive of GST. If you are registered for GST, the AIC will add that
amount to your grant.

Remember that the AIC may have little or no knowledge of what you do. As decisions are based on
information provided, ensure that your forms are clear, comprehensive and concise.

We must receive a signe d form by the closing date/time. An electronic copy (in Word, pdf or rtf) is
essential and must be followed by the original signed document in the post (address details are on the
forms). If you think the Secretariat will not receive your signed form by the deadline, you may also submit a
facsimile copy of your form to show that it is signed.

In addition to the points above, 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.

Provide the most detailed and accurate Expenditure Statement possible. Ensure the items you wish the AIC
to fund or partially fund are clearly indicated with an asterisk (*). Unless the Council specifies otherwise,
these will be the only activities for which you can use the grant. Unspent grant funds must be returned to
the Council.

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 budget should make adequate provision for all likely expenses. The AIC will not normally consider
requests for supplementary funding. The AIC may also decline to fund specific items in project budgets, or
to provide funding at the level sought.

Council funding of international air fares is at the applicable economy excursion rate. 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.

Applicants should note that misleading the Australian Government on financial matters may have serious
consequences. Under section 136.1 of the Criminal Code (Cth), it is an offence to provide false or
misleading information to an Australian Government body in an application for a benefit, punishable by up
to 12 months imprisonment.

Referees should be independent of the project and be able to comment on your ability to undertake the
project, in addition to commenting on the project itself.

The AIC will not accept un-signed referees’ reports.

Follow up with your referees to ensure that their signed written references are received by the Secretariat
before the closing date. It is advisable that you include references when submitting the application if
possible. Late references will not be accepted.

Please note that CVs are strictly limited to one page.

Typed applications are preferred wherever possible. If you must hand-write the application, write neatly
with a dark pen (i.e. black or blue).

All main documentation should be in black and white. Colour photographs, books, DVDs and other
supporting material may not be seen by Council members.

If any supporting material is to be returned to you, please include a stamped self-addressed envelope.

Do not staple or bind the application.

All documentation must be in English.

If you have any queries or problems, please contact the Secretariat.

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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/- Australian High Commission
1/50 G, 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.council@dfat.gov.au

Indian applicants should contact:

Australia-India Council
C/- Australian High Commission
1/50 G, Shantipath,
Chanakyapuri
New Delhi - 110 021
Telephone: 4139 9947

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