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Australia Awards Alumni Network Program
Small Grant Scheme Training Workshop Hanoi, 1 October 2014
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The Small Grant Scheme Guidelines
Developing a Proposal
Submitting a Proposal
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A mechanism for funding professional
development activities for Australia
Awards alumni, consistent with the
priority areas of Australia’s
development country strategy for
Vietnam
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Enhancing, capitalising on and applying the knowledge and skills
Strengthening their professional links with Australian institutions and professional networks
Contributing to organisational change by
improving organisational systems, procedures and policies
Strengthening alumni capacity to prepare grant submissions and manage grant activities
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All Vietnamese alumni who have received Australia Awards Scholarships( ADS, ALAS, ACIAR, IMF)
Alumni who have received a Small Grant are eligible for follow-on Grants
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1. Conference presentations
2. Research
3. Organisation of a training
course, workshop or a seminar
4. Organisational change
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1. International conference presentation To present a paper at Women's Leadership and Empowerment Conference in Thailand, and to organize a workshop to disseminate research result in Vietnam Objective: to introduce alumnus’ research results on gender socialisation and impact on women’s political participation in Vietnam Output: paper delivered to 50 participants, gender equality promoted at conference, alumnus subsequently received 3 other grants for research Cost: AUD1,510 – one alumnus
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2. Research: Develop the first ELISA kit for rapid detection of enrofloxacin residue in shrimp tissue in Vietnam
Objective: to develop the first antibiotic kit to
rapidly detect enrofloxacin residue in shrimp to improve food safety in Vietnam
Output: an effective rapid test kit was developed and knowledge widely disseminated at a workshop
Cost: AUD10,000 - two alumni
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3. Training workshop
Information of counterfeiting and piracy issues in business of Vietnam and Australia; and suggestions to enhance the cooperation on enforcement of counterfeiting and piracy between Vietnam Customs and Australian Customs Service on border measures
Objective: to increase the capacity of Vietnam and
Australian Customs to combat counterfeiting and
strengthen intellectual property rights protection
Output: workshop held attended by 35 customs officers
and private stakeholders
Fellowship program for Vietnam Customs officers on
customs modernisation agreed
Cost: AUD5,500 – two alumni
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Approval Completion Start up
Max 12 months
Max 3 months
Delays should be notified to AAV
New start date within 6 months from approval
Delays without valid justification grant could be withdrawn
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1. Strategic Purpose
Contribution to SGS Objectives (Section 2)
Relevance to Country Program priority areas (HRD, economic integration and environmental sustainability)
Relevance to scholarship priority themes (gender equality, disability, rural disadvantaged, ethnic minorities)
Relevance to Vietnam’s development needs
Change story – Likelihood of the grant resulting in compelling change story
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2. Ownership Ownership by applicants – Strength of link
with expertise of applicants and studies in Australia
Ownership by the organisation – Letter of support from organisation leadership indicating the organisation’s commitment to implement lessons
Benefit to organisation
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3. Methodology
Clarity – Clarity of implementation plan
Feasibility – Likelihood the activity will succeed with methodology proposed
Personnel – Ability of applicants and other personnel to play their proposed roles in the activity
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4. Complementarity
Complementary – With other initiatives and activities, enhance other investments
Duplication – No duplication of other funded activities, internal initiatives or previous grants
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5. Financial Investment Budget – Budget coverage and accuracy
Value-for-money – Price, risk, return and
cost-efficient options
Counterpart funding – Amount of leveraging and cost-sharing among counterparts
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6. Risk Management Risk management – Quality of risk assessment and risk rating for activity and mitigation responses
Previous grant performance – Quality of completed grant activity when relevant
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7. Results Dissemination
Dissemination of activity results - Journal article, conduct workshop, seminar presentation
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Up to AUD5,000 per application
Up to AUD5,000 for each
additional alumnus for joint
activity
No proposal budget to exceed a
total of AUD20,000
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Submission 31 October 2014
Embassy Review and
Decision
AAV Screening and
Appraisal
Normally 4 weeks
Normally 6 weeks
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Assessment to be based on evaluation criteria
Re-submission: maximum 2 times. Final proposal to be submitted within 4 weeks after 31 October
NOTE: Proposals for conference presentations: possible to submit after 31 October. Maximum approval for all presentation proposals: AUD10,000
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Before submission closing date:
Small Grant Scheme training workshops
Online briefing
After Embassy approval:
Briefing on financial management: Hanoi (possibly HCM City)
Online briefing
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Progress Report (Annex 5): within 6 months implementation (for activities longer than 9 months)
Activity Completion Report (Annex 6): within 30 days of completion
Financial Acquittal Report (Annex 7): to be submitted with both Progress Report and Activity Completion Report
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Your efforts will be recognised.
Certificate of Grant Completion will be awarded.
Grant will be promoted on AAV Website, Facebook, and other media. Photographs etc. will be used for AAV promotion activities
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Acknowledge Australian funding in appropriate ways: publications, reports, presentations.
Contact us for specific guidance prior to publications or public presentations.
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Annex 1, Proposal Template
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1. Activity problem: Describe the development problem or issue which the activity is designed to address. Explain how the activity will help address this problem or issue 2. Activity objective State the overall development objective of the activity (in one sentence). List the sub-objectives (if any) of the activity
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3. Response to activity criteria
3.1 Strategic purpose How the activity enhances your knowledge and
skills gained from your Australian studies, how the activity is linked to your PhD or Masters studies
How the activity strengthens your professional links with Australians and /or Australian organisations
How the activity contributes to organizational change in your organization
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3.1 Strategic purpose (cont.) Indicate the relevance of the activity to the
DCS priority areas and/or overreaching themes
Indicate the relevance of the activity to Vietnam’s development context and needs
Indicate whether the grant could result in a compelling change story
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3.2 Ownership
Explain the link between your role in the activity and your expertise and job position.
State whether the activity has the support of the leadership of your employing organization and provide supporting evidence.
Outline the benefits of the activity to your employing organization (preferably with supporting evidence).
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3.3 Methodology
How the methodology in the activity will achieve the desired outputs
For research activities, indicate to what extent the research methodology has been reviewed and endorsed by an expert in the field,(with a PhD in relevant research area) or relates to research methods used in published research studies
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3.3 Methodology (cont.)
For training activities, explain how a training needs analysis has been or is to be undertaken.
Provide a clear management and implementation plan in the following format. Indicate clearly the tasks you and other alumni involved will carry out.
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3.3 Methodology (cont.)
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3.4 Complementarity
Explain whether the activity complements
other activities undertaken by you or others in or outside your workplace.
Clearly state that the activity does not
duplicate activities being undertaken or have been undertaken by you or other persons/donors.
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3.5 Financial Investment
Provide a detailed budget for the activity as required in the Excel-based budget template (Section 5).
State whether there will be any counterpart funding for the activity, in terms of financial support and/or contributions in kind.
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3.5 Financial Investment (cont.)
Describe how the proposed methodology, implementation plan and budget comprise the least costly option and provide value for money.
Value for money is about obtaining the maximum benefit over time with the resources available.
Consider 4 E’s: Economy (spending less); Efficiency (spending well); Effectiveness (spending wisely); and Equity (spending fairly).
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3.6 Risk Management
Risks are external factors outside the control of the activity implementer and bring uncertainty to activity’s successful implementation
Risks are expressed in terms of
-Likelihood of occurrence
-Degree of impact on the activity success
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3.6 Risk Management
Identify risks and how you will manage risks
Ratings: low, medium, high
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3.7 Dissemination of Results
How you intend to disseminate the results of the activity to a broader audience
e.g. journal article, conduct workshop, seminar or conference presentation
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3.8 Evaluation of completed activity
How you intend to make an evaluation of the activity at its completion to assess its degree of success in meeting the objectives and any lessons learnt.
3.9 Expected program outcomes
What are the expected outcome(s) of your SGS activity? (Tick relevant boxes in template)
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4. Reports and Deliverables
Activity Progress Report (if appropriate), Financial Acquittal Report
Activity Completion Report, Financial Acquittal Report
Reports submissions to be aligned with Financial Guidelines, Annex 3.
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Criteria Presentation
at Conferences Research
Organisation of training/
workshop/ seminar
Organisational change
1. Strategic Purpose 30 % 20 % 20 % 20 %
2. Ownership 10 % 10 % 10 % 20 %
3. Methodology 25 % 25 % 15 %
4. Complementarity 5 % 5 % 5 %
5. Financial Investment 20 % 20 % 20 % 20 %
6. Risk Management 10% 10 % 10% 10 %
7. Results Dissemination 30 % 10 % 10% 10 %
TOTAL 100 % 100 % 100 % 100 %
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Ineligible budget items: Payments to non-Vietnamese nationals
Fees/salaries for alumni
Office equipment: computers, photocopiers, cameras and mobile phones.
Any personal items not relevant to SGS implementation
Zero tolerance policy on Fraud.
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Use EXCEL format
Use Cost Norms
Quote in VND for in-Vietnam costs
Purchases/rental over VND5million: seek quotations from 3 suppliers
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Annex 1
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Annex 1
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Annex 1
In-Vietnam costs:
Quote in VND Total up in AUD
Outside-Vietnam costs:
Quote in AUD
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Email 2 files to:
SGS _your surname_your middle name_ your first
name_document_submission date
SGS_ Nguyen_Van_Hung_proposal_20141030
SGS_ Nguyen_Van_Hung_budget_20141030
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Friday 31 October 2014
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