Australian High Commission, Suva

Direct Aid Program Application Form

Grant for Overseas Donations

The Australian High Commission’s Direct Aid Program (DAP) is a community development program funded by the Australian Government. The program aims to support projects with a strong development focus that complement Australia’s broader aid program. The Australian High Commission targets self-sustaining projects (i.e. those that do not require on-going funding) that will produce a long-lasting benefit. This funding stream is intended to support the payment of freight of donations from overseas to Fiji or Tuvalu. The grant is up to AUD10,000 or where it is economically beneficial to freight in donations vis-à-vis purchasing the same goods domestically.

Importing donations into Fiji or Tuvalu may incur import duties or VAT upon entry. The Australian High Commission will NOT be responsible for co-ordinating duty free entry for donations into Fiji or Tuvalu. Where the co-ordinating body are unable to confirm VAT/Duty free access these costs should be included in your proposal.

Examples of this grant include:

  • The Stanthorpe Rotary Club of Queensland was given a grant of FJD 22,233 to bring across a container of donated school related goods to Naiyala High School which includes desks, stationer, text books, library books filing cabinets and some sports equipment.
  • The St. John Ambulance of Fiji with Heroes Need Heroes Project from Australia were provided a grant of FJD 245.50 to cater for freight costs for donations of Emergency First Aid kits from Australia to Fiji for use on accidents and other emergencies.

Part A: Donatingand recipient organisation details

Name of organisation or community making the donation
Name of receiving organisation or community
Name of Project
Postal address (of donating organisation)
Location of recipient organisation
Name of overseas coordinator (i.e. an individual from the gifting organisation):
-Email
-Telephone
Name of Local Manager (i.e. from the recipient community or local organisation delivering items in-country)
-Email
-Telephone
Secondary local point of contact:
-Email
-Telephone

Part B: Project particulars

Relationship background:
Please provide a brief background on how your organisation came to donate items to Fiji or Tuvalu?
Beneficiaries:
Please describe who will benefit from your project?
If possible please detail the number of men, the number of women, the number of children, and any handicapped or disabled individuals who will be impacted by this project.
Goods to be donated:
Please briefly outline the goods you intend to donate to Fiji describing the types of items, their quality and how they were collected.
Please attach an inventory of intended goods.
Benefit to the Community:
Briefly outline the need by the community for these items and the intended benefit of the donation.
Specifically describe if /how women and girls will benefit from the donation
Please note this application must be accompanied by a letter of support from the recipients outlining their need for the items.
Timeline:
Outline your proposed timeline for this donation.
Previous support:
Has your organisation previously received funding from the Australian Government or other donors? Please outline if you have previously donated goods independent of Government or donor support
Implementing bodies:
Who will deliver the goods in-country?
What is their relationship with the recipient community?
How will you ensure both women and men from the community share ownership and benefit and benefit equally from the donations received?
Previous discussions with High Commission staff, Australian Aid Staff or Australian volunteers:
Have you discussed this application with a representative from the Australian High Commission or an Australian Volunteer, an NGO, consultants or other individuals? If so, please outline who and when.
Australian Volunteers:
If you are an Australian Volunteer applying on behalf of an organisation please outline when your placement with the organisation is expected to be completed.
Letters of support:
Please outline the attached letters of support you have received.
In order for your application to be approved you MUST provide:
-a support letter from the recipient organisation outlining that it is aware of what is being donated and they have a genuine need for these goods,
-a letter from the donating organisations outlining the donations have no value
-and a waiver from the Government of Fiji or Tuvalu outlining the donations will not be charged taxes upon entry. If a letter from the government is not possible you must include the cost of VAT/import duty in your budget.

Part B: Budget

Total budget requested:
Please outline the total amount of funds you are requesting.
Please note we require two quotes from freight companies for the delivery of goods. Please ensure your budget includes in-country delivery costs and any taxes which may be required to be paid if a waiver from Government has not been received.
In-kind contribution:
Please detail any contribution by the implementing organisation, private sector or any third party towards the project (cash or in-kind).

Part C: Acquittals and reporting

Acquittals:
Who will be responsible for the acquittals of the DAP funds?
Acquittals are needed by the Direct Aid Program as proof that the funds allocated to a project are spent towards that project. Acquittals are made up of receipts to prove where money was spent.
Please note if funding is approved we would look to pay freight companies directly.
Photos and results:
Who will ensure the High Commission is aware of the results of this donation?
Who will ensure any photos are made available to the High Commission for use on Social Media?
Please note any photos provided to the Australian High Commission must come with the permission of those in the photos, or guardians of any children to be used in social media.
Please locate on the High Commission website the permission form for using photos of children.

Funding agreement:

This application has been submitted to the Direct Aid Program Committee at the Australian High Commission, Suva

I understand that if my project is funded:

I will be required to submit a financial accounting on expenditure under the funding received;

I will be asked to provide original invoices on purchases associated with the project funding;

If the project experiences delays, I will be required to submit progress and/or a completion report on the project.

……………………………….… ………………………….. …………………………
Name and Title Signature Date

CONSENT FOR USE OF IMAGES/VIDEO
BACKGROUND
The Department of Foreign Affairs and Trade (DFAT) produces publications, and runs public awareness campaigns from time to time for the purposes of:
  • publicising the programs and services of the portfolio independently and in conjunction with other agencies;
  • informing stakeholders of changes and events in DFAT’s areas of responsibility; and
  • familiarising the public with the role and structure of DFAT.
Achieving these purposes involves the production anddistribution of promotional material through such media as:
  • external publications, such as newspapers and magazines;
  • departmental publications, such as Annual Reports, posters, brochures, booklets and displays;
  • television and radio segments or advertisements; and
  • intranet and Internet sites,official social media platforms, such as YouTube, Twitter and Facebook.
DFAT’s privacy policy is available at and contains information about access to or correction of your personal information and how you may complain about a breach of your privacy.
The copyright in images used for these purposes vests in the Commonwealth Government (DFAT)
DECLARATION
I give permission for images in which I, and/or my child/ward, appear to be used by DFAT for publications and public relations activities.
In particular, I note that this may include use in print and electronic media, including the Internet and official social media platforms. I understand that DFAT will not be accountable should overseas recipients of the images breach Australian privacy laws and that I will not be able to seek redress under the Privacy Act.
I have read and understand this notice, and consent to the collection, use and disclosure of my image, including disclosure to overseas recipients, as outlined.
Signed…………………………………………………
Dated…………………………………………………..
SHOOT INFORMATION /
Shoot
Date:
Image Details:
Photographer
Name:
Number:
Email:
Signature:
Approvals
Name of Subject(s)/Parent(s)/Guardian(s):

Guidelines on ethical photography

Photographs and videos taken by DFAT staff and affiliates should respect human dignity and ensure the rights, safety and well-being of the person or people being portrayed. This means:

  • complying with local traditions or restrictions in taking or reproducing images of people, objects or places
  • understanding national laws related to photography, filming and privacy rights
  • gaining appropriate verbal or written informed consent before taking photographs or videos
  • respecting a person’s right to refuse to be photographed or video. If you sense any reluctance or confusion, refrain from taking the photo or video
  • not causing harm. Individuals or groups may be put at risk of reprisal, violence or rejection in their communities as a result of exposing their identity or personal story through the publication of their photograph or broadcast of any video
  • not misrepresenting the individual, situation, context and location of the photograph or video
  • absolutely no payments or any other form of compensation being provided to subjects in exchange for their photograph or video to be taken or for their consent or signed release for publication or broadcast

Photographs and videos of issues that are culturally sensitive, politically sensitive or socially stigmatised must protect the identity and privacy of individuals.

  • Do not identify individuals. Position the camera in such a way that faces and other unique characteristics cannot be discerned.
  • Obtain informed written consent to use real names and locations in situations where disclosure could result in harm. Otherwise, remove detailed personal information such as names and locations in captions or any other associated documentation.
  • Identifiable images of individuals should not be used to illustrate sensitive subject matter in such a way as to indicate that the individual is connected with the issue.

Photographs or videos of people with special needs are to be taken with particular care, compassion and protection of privacy.

  • Photograph or videos all people with respect and dignity. Special care and compassion must be exercised with vulnerable subjects.
  • Survivors of sexual exploitation, gender-based violence or abuse are not be identified as such.
  • An individual’s status as a person living with HIV, TB or any other serious health conditions must not be revealed without informed written consent.
  • An individual’s engagement in sex work or other socially marginalised or criminalised (or criminal) activities must not be identified.
  • Care must be taken in photographing or filming people in times of crisis. Do not exploit an individual’s vulnerability at times of trauma or grief.

Photographs or videos of children taken for work related purposes must adhere to standards arising from DFATs Child Protection Policy. Before photographing or filming a child, staff or contractors must obtain informed consent from the child and a parent or guardian and explain how the image or video will be used. In group situations such as a classroom, confirmation of previous parental consent is to be obtained from a school principal or senior teacher. In addition:

  • before photographing or filming a child, assess and comply with local laws, traditions or restrictions for reproducing personal images
  • ensure photographs, videos and DVDs present children in a dignified and respectful manner and not in a vulnerable or submissive manner. Children should be adequately clothed and not in poses that could be seen as sexually suggestive
  • images must be honest representations of the context and the facts
  • file labels must not reveal identifying information about a child when sending images or videos electronically.