Supporting Younger VeteransGuidelines

Commonwealth policy entity:

Department of Veterans’ Affairs

Co-Sponsoring Entities N/A

Enquiries: If you have any questions please contact the DVA Grants Processing Team on (08) 8290 0579 or at DVA.Grants.Processing.Team@dva.gov.au. DVA is happy to work closely with organisations to provide guidance to them in preparing their proposal/s.

Date guidelines released: April 2017

Type of grant opportunity: Open competitive

Contents1. Supporting Younger Veterans Opportunity Processes 4

1.1 About the grants program 5

1.2 Policy context 5

1.3 Purpose 6

1.4 Objectives 6

1.5 Outcomes 7

1.6 Timeframes and funding 7

2. Grant eligibility criteria 7

2.1 Who is eligible to apply for a grant? 7

2.2 Who is not eligible to apply for a grant? 8

2.3 What qualifications or skills are required? 8

3. Eligible grant activities 8

3.1 What can the grant money be used for? 8

3.2 What the grant money cannot be used for? 9

4. The grant selection process 10

5. The assessment criteria 10

6. The grant application process 12

6.1 Overview of application process 12

6.2 Application process timing 12

6.3 Completing the grant application 13

6.4 Attachments to the application 14

6.5 Applications from consortia 14

6.6 Questions during the application process 14

7. Assessment of grant applications 15

7.1 Who will assess applications? 15

7.2 Who will approve grants? 15

8. Notification of application outcomes/feedback 15

9. Successful grant applications 16

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9.1 The grant agreement 16

9.2 How the grant will be paid 17

9.3 Grant agreement variations 17

10. Announcement of grants 17

11. Delivery of grant activities 18

11.1Your responsibilities 18

11.2DVA’s responsibilities 18

11.3Grant payments and GST 18

11.4Evaluation 18

12. Probity 19

12.1Complaints process 19

12.2Conflict of interest 19

12.3Privacy: confidentiality and protection of personal information 20

12.4Freedom of information 21

13. Consultation 22

14. Glossary 23

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Introduction

1. Supporting Younger Veterans Opportunity Processes

The Program is designed to achieve Australian Government objectives

This grant opportunity is part of the above Grant Program which contributes to the Department of Veterans’ Affairs’ (DVA) Outcome 1 – Compensation and Support. DVA works

with stakeholders to plan and design the grant program according to the Commonwealth Grants Rules and Guidelines.

The grant opportunity opens

We publish the grant guidelines and advertise on GrantConnect.

You complete and submit a grant application

We assess all grant applications

We assess the applications against eligibility criteria and notify you if you are not eligible. We then assess your application against the assessment criteria including an overall

consideration of value for money and compare it to other applications.

We make grant recommendations

We provide advice to the decision maker on the merits of each application.

Grant Decisions are made

The decision maker decides which grant applications are successful.

We notify you of the outcome

We advise you of the outcome of your application. We may not notify unsuccessful applicants until grant agreements have been executed with successful applicants.

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We enter into a grant agreement

We will enter into a grant agreement or letter of agreement with successful applicants. The type of grant agreement is based on the nature of the grant and proportional to the risks

involved.

Delivery of grant

You undertake the grant activity as set out in your grant agreement. We manage the grant by working with you, monitoring your progress and making payments.

Evaluation of the program

We evaluate the specific grant opportunity. We base this on information you provide to us and that we collect from various sources.

The program will be reviewed at the end of each funding round with any necessary amendements being made, which will inform the evaluation at the end of fours of operation

for this grants program.

1.1 About the grants programOn 25 June, 2016, the Australian Government announced financial support for younger veterans, recognising that this group has unique needs and, as such, the Supporting Younger Veterans (SYV) grant program was established.

The Program will be undertaken according to the Commonwealth Grants Rules and Guidelines (CGRGs) http://www.finance.gov.au/sites/default/files/commonwealth-grants-rules-and-guidelines-July2014.pdf

These guidelines contain information for the SYV grants and you must read this document before filling out an application.

1.2 Policy context Younger veterans are generally considered to be those with service post-1999. This cohort differs from previous veteran cohorts in the way they wish to communicate and collaborate with each other, and in the nature of services they seek to assist them to re-integrate into and navigate civilian life.

DVA is aware its existing grants programs are under prescribed by contemporary Ex-Service Organisations (ESOs). Consultations with contemporary ESOs on why DVA’s existing programs are under prescribed by this cohort has identified that DVA’s existing grant programs do not meet the needs of younger veterans. Contemporary ESOs,

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compared to more traditional ESOs, tend to have strong relationships with the private sector and are more easily able to obtain equipment and goods to support their programs. Their primary funding needs and challenges relate to salary and administration costs in providing services. The funding of salary and administration costs through DVA’s grants programs poses the risk of creating financial dependency on the Commonwealth. Therefore, the SYV program promotes partnerships and innovation so that contemporary ESOs can build sustainable operations and community capability for the future.

In 2016, the Aspen Institute mapped the number of ESOs in operation across Australian and identified 2,780 providing community based services to veterans and their families. Not dissimilar to the Australian charity and non-for-profit sector, the Veteran community has a large number of ESOs in operation competing for a limit pool of government funds. Services are often duplicated and remain localised and the community could benefit from greater collaboration in service delivery and knowledge sharing.

1.3 Purpose The purpose of the SYV program is to support the needs of younger veterans as they transition out of the Australian Defence Force, establish themselves into civilian life, and manage the challenges that their ADF service presents through different stages of their civilian life.

1.4 Objectives The objectives of the SYV grant opportunity are to:

engage contemporary and traditional ESOs and other non-ESO organisations in building community capability to support and service the unique needs of younger veterans in transitioning into civilian life and managing associated on-going challenges;

encourage and support these organisations to scope and develop services for younger veterans that: are innovative, can be delivered in a sustainable way, and complement services already provided by the Commonwealth;

promote and encourage partnership arrangements between these organisations so there is a more national approach to services for younger veterans through either expanding existing, well established, services to new regions within Aus-tralia or in the development of new services that will be offered in more than one location; and

support organisations in bringing about awareness of younger veteran issues and services, where doing so would greatly benefit the younger veteran cohort in civilian society.

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1.5 OutcomesThe expected outcomes of the SYV grants program are to:

develop capability within the Veteran community that services the unique needs of younger veterans;

support the development of well researched and tailored services for younger veterans;

fund organisations that can sustainably deliver services to younger veterans now and into the future;

increase collaboration amongst organisations to expand services and harness existing expertise; and

increase awareness of younger veteran issues and or services within the Aus-tralian and Veteran communities, where doing so would benefit younger veter-ans.

1.6 Timeframes and fundingThis grants opportunity commences in April 2017 and $250,000 will be available for funding in the last months of the 2016/17 Financial Year (FY). Applications will be received from April and will close in May, with funding being issued in June of 2017.

Subsequent FYs will have $1m in funding available until the commitment finishes in the 2020/21 FY. On 1 July of each FY, applicants will have two months to lodge their applications for this program. Applications will not be accepted after 1 September in each FY. Applications will be assessed, approved and paid in the following months.

There is no maximum or minimum amount that can be sought for this grants program; however, all applications will be assessed on their merit and subject to a cost benefit analysis.

2. Grant eligibility criteria

2.1 Who is eligible to apply for a grant?Ex-service organisations (ESOs) that specifically provide support and services to veterans with military service post-1999 or are adapting their business model to focus on this cohort, that are also incorporated in accordance with the relevant state or territory legislation, are eligible.  

Organisation that are not an ESO and external to the ESO community will be considered, providing they are incorporated in accordance with the relevant state or territory legislation

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and are in partnership with at least one ESO that directly provides support and services to veterans with military service post-1999. 

Applications from consortia are welcome, provided there is a lead applicant who is the main driver of the proposal and is eligible as per above.

All applicants will need to demonstrate their financial circumstances through an independent certified financial statement or, if a charity, supply the most recent Australian Charities and Not-for-profits Commission (ACNC) annual information statement.

2.2 Who is not eligible to apply for a grant?You are not eligible to apply if you are:

State or Territory Government;

local government organisation;

an individual;

unincorporated association;

overseas resident; and/or

not compliant with section 2.1.

2.3 What qualifications or skills are required?Qualifications and skills are determined by the activitie/s outlined in your proposal, as well as risks associated with each proposal. Applicants should demonstrated appropriate arrangements have been established for access to required expertise and support.

3. Eligible grant activities

3.1 What can the grant money be used for?Funding can be used to deliver projects and activities that meet the objectives and outcomes of the SYV program, which are articulated in Sections 1.4 and 1.5.

Although funding for salary and administration costs will be considered, it should be noted that wages/salaries and or administration costs must relate to the set-up of a project or activity and, cannot be claimed for ongoing program or service delivery. Set-up costs should be detailed clearly in your proposal.

You can only spend grant funds on eligible activities as defined in the details of your grant agreement with the DVA.

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3.2 What the grant money cannot be used for?You cannot use the SYV grant program for the following activities:

purchase of land;

wages for ongoing program or service delivery - wages to set-up a service or set-up an expansion of existing services are the exception;

major capital expenditure;

the covering of retrospective costs;

costs incurred in the preparation of a grant application or related documentation;

general ongoing administration related to running an organisation such as electricity, phone and rent;

major construction/capital works;

overseas travel; and

activities for which other Commonwealth, State, Territory or Local Government bodies have primary responsibility.

Your organisation cannot be in receipt of grant money from another organisation for the same purpose as the SYV grant. If you are applying for multiple grants for the same proposal you must declare this in your application for SYV grants programs. Should your organisation be successful for more than one grant, then your organisation must choose between either the SYV grant or the other grant.

Additionally, multiple organisations cannot apply for a SYV grant for the same activity or project – an application from a consortia is required under these circumstances.

4. The grant selection processWe will assess all applications from eligible candidates (defined in Section 2.1) against the objectives of the program (defined in Section 1.4). Your application will be considered on its merits, based on:

how well it meets the objectives of the program;

how well it meets the selection criteria;

how it compares to other applications; and

whether it provides value for money.

Applications may be deferred for consideration to a subsequent funding round if, in the opinion of DVA in consultation with the organisation, the application requires further development and/or more information to enable an assessment to be made.

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DVA will rank each application in order of merit and make recommendations to the Minister for Veterans’ Affairs who will decide the outcome of all applications. Decisions of the Minister are final and not open to appeal.

Where the total amount sought in applications for funding exceeds available grant funds, some applications may not be approved, may be approved for a reduced amount or may be deferred to a subsequent funding round.

5. The assessment criteriaThree criteria are weighted equally and your application will be assessed against how well you address each criterion.

The amount of detail and supporting evidence you provide in your application should be relative to the project size, complexity and grant amount requested.

There is no word limit for addressing each criterion; however, applicant/s should be concise in their responses and ensure their responses address the intent of each criterion.

Criterion 1: Supports the objectives of SYV grants program defined in Section 1.4.

In providing a response to this criterion applicant/s must provide a detailed business case which describe how and why their proposal meets the objectives of the SYV grants program.

Criterion 2: Defines the need within the younger veteran community for the proposal and the benefits it will deliver.

In providing a response to this criterion applicant/s must undertake a needs analysis and should refer to the Aspen Institute ESO Mapping Report, specifically Sections 4.6 – Clarification of Need and 5 - Needs Mapping, or other reporting material that details the locations of younger veterans as evidence to support the need for your proposal (https://www.aspenfoundation.org.au/sites/default/files/Final%20Report%20%28Main%20Doc%29%201.6b.pdf ).

Applicant/s should also demonstrate that the target group is the younger veteran cohort, and that this group supports their proposal. Applicants should provide evidence that for their proposal that younger veterans: are the focus of the project; have been consulted with in developing the proposal; and are committed to actively participating in the program.

Criterion 3: Capacity and capability of the applicant/s to undertake the proposal.

In providing a response to this criterion applicant/s must provide a project plan and budget for their proposal detailing:

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the activitie/s and or service/s and how these will address a need within the younger veteran community;

the frequency and duration of these activitie/s and or service/s;

timeframes for the proposal and or service offerings;

how the proposal will be implemented, facilitated, and monitored;

consultation undertaken with stakeholders;

anticipated benefits to younger veterans;

risk assessment;

independent certified financial statement or, if a charity, supply the most recent Aus-tralian Charities and Not-for-profits Commission (ACNC) annual information state-ment;

and a budget detailing:

the amount of grant funds requested;

the funds committed to the proposal by the applicant (this contribution can be financial or in-kind);

the funds committed to the proposal from other sources, such as donations, funding from other stakeholders, funding from other grant sources;

the total cost of the proposal;

a budget for your proposal; and

at least one quotation for each item requested, each of which includes GST and clearly identifies the proposed supplier and the items requested.

Criterion 4: How your proposal demonstrates value for money.

In providing a response to this criterion applicant/s must provide a concise response on how their proposal demonstrates value for money.

6. The grant application process

6.1 Overview of application processYou must read these grant guidelines, the application form, and the draft grant agreement before you submit an application.

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You are responsible for ensuring that your application is complete and accurate. Giving false or misleading information will exclude your application from further consideration.

You must address all of the eligibility and assessment criteria to be considered for a grant. Please complete each section of the application form and make sure you provide the information we have requested.

Please keep a copy of your application and any supporting papers.

We will acknowledge that we have received your grant application within five working days of receiving it.

6.2 Application process timing Submit your application/s to DVA by the closing date below. Late applications will not be accepted.

Table 1: Expected timing for this grant opportunity for 2016-17 funding

Activity Timeframe

Application period Open: 9:00am 3 May 2017 Close: 5:30pm 26 May 2017

Assessment of applications Approximately 1 week*

Approval of outcomes of selection process Approximately 1 week*

Awarding grant agreements Approximately 2 days*

Notification to unsuccessful applicants Approximately 2 weeks*

Activity commences Within 4 weeks of grant agreements being signed.

End date 12 months from grant agreement being signed, unless otherwise agreed to in writing by DVA.

*this timeframe may vary depending of number of applications received and or the complexity of applications.

Table 2: Expected timing for this grant opportunity from 2017-18 onwards

Activity Timeframe

Application period Open: 9:00am 1 July each FY Close: 5:30pm 1 September each FY

Assessment of applications Approximately 4 weeks*

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Activity Timeframe

Approval of outcomes of selection process Approximately 4 weeks*

Awarding grant agreements Approximately 3 weeks*

Notification to unsuccessful applicants Approximately 3 weeks*

Activity commences Within 4 weeks of grant agreements being signed.

End date 12 months from grant agreement being signed, unless otherwise agreed to in writing by DVA.

*this timeframe may vary depending of number of applications received and or the complexity of applications.

Please note: Should funds not be exhausted a subsequent grant round may be offered.

6.3 Completing the grant applicationYou must submit your grant application on the application form, which can be completed on-line or downloaded at www.grants.gov.au and www.dva.gov.au/consultation-and-grants/grants.

You must make sure that your application is complete and accurate and submitted in accordance with these Guidelines.

You cannot change your application after the closing date and time.

If you find a mistake in your application after it has been submitted, you should immediately contact the DVA Grants Processing Team on (08) 8290 0579 or at DVA.Grants.Processing.Team@dva.gov.au. DVA may ask you for more information, as long as it does not change the substance of your application. DVA does not have to accept any additional information, nor requests from applicants to correct applications after the closing time.

6.4 Attachments to the applicationThe following documents must be included with your application a:

financial statement demonstrating your financial circumstances to address Section 2.1;

business case that addressed Criterion 1 in Section 5;

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needs analysis to address Criterion 2 in Section 5;

a project management plan, budget, risk assessment, and financial statement to address Criterion 3 in Section 5; and

statement to explain how your proposal provides value for money in Criterion 4 in Section 5.

Your supporting documentation should be attached to the application form. Please only attach the documents you have been asked to include.

6.5 Applications from consortiaSome organisations may apply as a consortium to deliver grant activities. A consortium is two or more organisations who are working together to combine their capabilities when developing and delivering a grant activity.

If you are submitting a grant application on behalf of a consortium, a member organisation or a newly created organisation must be appointed as the ‘lead organisation’. Only the lead organisation will enter into a grant agreement with the Commonwealth and will be responsible for the grant. The lead organisation must complete the application form and identify all other members of the proposed consortium in the application. The application must include a letter of support with signatures of support from each organisation involved in the grant. This letter of support should include:

an overview of how the consortium will work together to complete the grant activity;

an outline of the relevant experience and/or expertise of the consortium members;

the roles/responsibilities of consortium members and the resources they will contribute (if any);

details of a nominated management level contact officer; and

details of the lead organisation.

6.6 Questions during the application processIf you have any questions during the application period, please contact the DVA Grants Processing Team on (08) 8290 0579 or at DVA.Grants.Processing.Team@dva.gov.au. DVA is happy to work closely with organisations to support them in preparing their proposal/s.

7. Assessment of grant applications

7.1 Who will assess applications? DVA will be responsible for assessing applications under the SYV grant program and will make recommendations to the Minister.

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DVA may seek further information about your organisation/s and or your application from other sources within the Commonwealth, even if these sources have not been nominated by your organisation/s as referees. DVA may also consider information about your organisation/s and or application that is available through the normal course of business.

If the selection process identifies unintentional errors in your application, you may be contacted to correct or explain the information.

7.2 Who will approve grants?The Minister for the Department of Veterans’ Affairs (the Minister) will approve all grants for the SYV grants program. The Minister’s decision to approve or not approve a grant under this program is final, in all matters, and cannot be appealed.

8. Notification of application outcomes/feedbackYou will be notified of the outcome of your application in writing, following a decision by the Minister. If you are successful, you will be sent a grant agreement for your organisation to sign. Payment of grants funds cannot occur until this has been read, signed and returned to DVA.

If you are unsuccessful or have been deferred, DVA will notify you in writing and you may contact the DVA Grants Processing Team on (08) 8290 0579 or at DVA.Grants.Processing.Team@dva.gov.au to receive feedback on why your application was unsuccessful or deferred. Where your application is unsuccessful, you can re-submit your application for the same project (or a similar project) in any future grant opportunity rounds. You should include new or more information to address any weaknesses that may have prevented your previous application from being successful. To avoid this happening though, it is recommended you contact the DVA Grants Processing Team as soon as possible so we can work with you and offer guidance in resubmitting your application.

9. Successful grant applications

9.1 The grant agreementSuccessful applicants will be required to enter into an agreement accepting the grant and associated terms and conditions (Grant Agreement) and should not make any financial commitments until this Grant Agreement has been executed by the Commonwealth. The Grant Agreement is legally binding and includes agreed project outcomes and time-frames, liability and insurance conditions, reporting and evaluation requirements. Grant Agreements will be for a twelve month period. Standard terms and conditions for the grant agreement will apply and cannot be changed. Any additional conditions attached to the grant will be identified in the letter of offer.

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Grant funds must be spent in accordance with the conditions of the Grant Agreement. Ap-proval for any change to the project or expenditure of grant funds must be sought from DVA in writing, and approval received before any changes are implemented.

Successful applicants are required to record and maintain information supporting the appro-priate use and expenditure of the funds. Unspent grant funds must be returned to DVA at the end of the project period.

Acquittal of grants ensures that program funds are used efficiently and for the purposes for which they were granted. As required in the Grant Agreement, a twelve month Project Re-port and Statement of Compliance/Grant Acquittal Report must be completed within 30 days of the end of the Project Period (12 months after signing of the Grant Agreement) and re-turned to DVA within a further 14 days. Details of what is required in the Progress Report, Project Report and Grant Acquittal Report (including templates) will be provided with the Grant Agreement.

Failure to meet these reporting and acquittal obligations would mean that your organisation would be ineligible to receive further funds from DVA under any of its grants programs, until these obligations have been met.

Successful applicants will appropriately acknowledge the Australian Government’s financial contribution to the project or activity, e.g. through recognition of the grant by a statement placed on the successful applicant’s website or in its newsletter. Prior written approval must be obtained before using the Commonwealth’s Coat of Arms, DVA branding or trademarks.

Organisations that are successful in obtaining SYV grants funding must agree to the disclos-ure of their name and details of the project, as required under Commonwealth Government grant publication requirements. These details will be available on the DVA website for at least two years, and will be included in media releases and letters announcing the grant to Members of the Parliament of Australia. They will also be made available to the Australian National Audit Office and as required to meet Government accountability requirements.

Successful organisations must also agree to, if requested by DVA, participate in media op-portunities to promote the SYV grants program.

9.2 How the grant will be paidApproved funds will be paid to successful applicants within four weeks of the receipt of a completed Grant Agreement and relevant bank account details. Depending on the value and or risk associated with a proposal, DVA may choose to fund the proposal through progressive or milestone-based payments to the successful organisation.

The Grant Agreement will state the amount to be paid to your organisation in a lump sum, unless otherwise specified by DVA.

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9.3 Grant agreement variationsWe recognise that unexpected events may affect the progress of a project. In these circumstances, you can request a project variation to change project milestones and or extend the timeframe for completing the project. Any extension to the timeframe must not extend the total project period any longer than 12 months from the date the Grant Agreement was signed.

This process does not allow for an increase in grant funds.

If you want to propose changes to the grant agreement, you must put them in writing before the grant agreement end date. Contact the DVA Grants Processing Team on (08) 8290 0579 or at DVA.Grants.Processing.Team@dva.gov.au for further information. We will not consider changes after the grant agreement end date.

You should not assume that a variation request will be successful. We will consider your request based on factors such as:

how it affects the project outcome; and

consistency with the program policy objective and any relevant policies of the department.

10.Announcement of grantsIf successful, your grant will be listed on DVA’s website at www.dva.gov.au/consultation-and-grants/grants.

11.Delivery of grant activities

11.1 Your responsibilitiesYou must submit reports in line with the timeframes in the grant agreement. We will expect you to report on:

progress against agreed project milestones;

contributions of participants directly related to the project;

eligible expenditure of grant funds.

You will also be responsible for:

meeting the terms and conditions of the grant agreement and managing the activity efficiently and effectively;

complying with record keeping, reporting and acquittal requirements as set out in the grant agreement; and

participating in a grant program evaluation as specified in the grant agreement.

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11.2 DVA’s responsibilitiesDVA will:

meet the terms and conditions set out in the grant agreement;

provide timely administration of the grant; and

evaluate the grantee’s performance.

We will monitor the progress of your project by assessing reports you submit. Occasionally we may need to re-examine claims, seek further information or request an independent audit of claims and payments.

11.3 Grant payments and GST A single payment will be made to successful applicant’s in-line with the Grant Agreement.

If you receive a grant, you should consider speaking to a tax advisor about the effect of receiving a grant before you enter into a grant agreement. You can also visit the Australian Taxation Office website at www.ato.gov.au for more information.

11.4 EvaluationDVA will evaluate the SYV grant program to measure how well the outcomes and objectives have been achieved. Your grant agreement requires you to provide information to help with this evaluation.

12.Probity The Australian Government will make sure that the program process is fair, according to the published guidelines, incorporates appropriate safeguards against fraud, unlawful activities and other inappropriate conduct and is consistent with the CGRGs.

Note: These guidelines may be changed before each annual funding round by DVA. When this happens the revised guidelines will be published on the GrantConnect website at www.grants.gov.au and on DVA’s website at www.dva.gov.au/consultation-and-grants/grants.

12.1 Complaints process

DVA is committed to customer service so we value feedback from you. We would like to hear if you are happy with the service you have received. If you are not satisfied with the service provided by us, it is important you tell us, so that we can do something about it. Please find more information online at www.dva.gov.au/contact/feedback.

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12.2 Conflict of interestAny conflicts of interest could affect the performance of the grant. There may be a conflict of interest, or perceived conflict of interest, if DVA’s staff or any personnel from your organisation:

have a professional, commercial or personal relationship with a party who is able to influence the application selection process, such as an Australian Government officer;

have a relationship with, or in, an organisation, which is likely to interfere with or restrict the applicants from carrying out the proposed activities fairly and independently; and or

have a relationship with, or interest in, an organisation from which they will receive personal gain because the organisation receives funding under the Program.

You will be asked to declare, as part of your application, any perceived or existing conflicts of interests or that, to the best of your knowledge, there is no conflict of interest.

If you later identify that there is an actual, apparent, or potential conflict of interest or that one might arise in relation to a grant application, you must inform DVA in writing immediately. Advisors and decision makers must also declare any conflicts of interest.

The Income Support & Grants Branch within DVA will be made aware of any conflicts of interest and will handle them as set out in Australian Government policies and procedures. Conflicts of interest for Australian Government staff will be handled as set out in the Australian Public Service Code of Conduct (Section 13(7)) of the Public Service Act 1999.

12.3 Privacy: confidentiality and protection of personal information

We treat your personal information according to the 13 Australian Privacy Principles and the Privacy Act 1988. This includes letting you know:

what personal information we collect;

why we collect your personal information; and

who we give your personal information to.

You are required, as part of your application, to declare your ability to comply with the Privacy Act 1988, including the Australian Privacy Principles and impose the same privacy obligations on any subcontractors you engage to assist with the activity. You must ask for the Australian Government’s consent in writing before disclosing confidential information.

Your personal information can only be disclosed to someone else if you are given reasonable notice of the disclosure; where disclosure is authorised or required by law or is reasonably necessary for the enforcement of the criminal law; if it will prevent or lessen a serious and imminent threat to a person’s life or health; or if you have consented to the disclosure.

The Australian Government may also use and disclose information about grant applicants and grant recipients under the Program in any other Australian Government business or

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function. This includes giving information to the Australian Taxation Office for compliance purposes.

We may reveal confidential information to:

other Commonwealth employees and contractors to help us manage the program effectively;

employees and contractors of DVA so we can research, assess, monitor and analyse our programs and activities;

employees and contractors of other Commonwealth agencies for any purposes, including government administration, research or service delivery;

other Commonwealth, State, Territory or local government agencies in program reports and consultations;

the Auditor-General, Ombudsman or Privacy Commissioner;

the responsible Minister or Parliamentary Secretary; and

a House or a Committee of the Australian Parliament.

We may share the information you give us with other Commonwealth agencies for any purposes including government administration, research or service delivery and according to Australian laws, including the:

Public Service Act 1999;

Public Service Regulations 1999;

Public Governance, Performance and Accountability Act 2013;

Privacy Act 1988;

Crimes Act 1914; and

Criminal Code Act 1995.

We’ll treat the information you give us as sensitive and therefore confidential if it meets all of the four conditions below:

1. you clearly identify the information as confidential and explain why we should treat it as confidential;

2. the information is commercially sensitive;

3. revealing the information would cause unreasonable harm to you or someone else; and or

4. you provide the information with an understanding that it will stay confidential.

The grant agreement will include any specific requirements about special categories of information collected, created or held under the grant agreement.

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12.4 Freedom of informationAll documents in the possession of the Australian Government, including those about the Program, are subject to the Freedom of Information Act 1982 (FOI Act).

The purpose of the FOI Act is to give members of the public rights of access to information held by the Australian Government and its entities. Under the FOI Act, members of the public can seek access to documents held by the Australian Government. This right of access is limited only by the exceptions and exemptions necessary to protect essential public interests and private and business affairs of persons in respect of whom the information relates.

All Freedom of Information requests must be referred to the Freedom of Information Coordinator in writing.

By mail: Freedom of Information CoordinatorDepartment of Veterans’ AffairsGPO Box 9998In your capital city

By email: foi@dva.gov.au

13.ConsultationKey stakeholders from the:

Department of Veterans’ Affairs;

Department of Social Services; and

various ESOs that provide support and service veterans with military experience post 1999.

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14.Glossaryassessment criteria The specified principles or standards against which

applications will be judged. These criteria are also used to assess the merits of proposals and, in the case of a competitive granting activity, to determine applicant rankings. (see the Commonwealth Grants Rules and Guidelines (CGRGs))

commencement date The expected start date for the grant activity.

completion date The expected date that the grant activity must be completed and the grant spent by.

date of effect This will depend on the particular grant. It can be the date in which a grant agreement is signed or a specified starting date. Where there is no grant agreement, entities must publish information on individual grants as soon as practicable (see CGRGs).

decision maker The person who makes a decision to award a grant.

double dipping Double dipping occurs where a grant recipient is able to obtain a grant for the same project or activity from more than one source (see CGRGs).

eligibility criteria The principles, standards or rules that a grant applicant must meet to qualify for consideration of a grant. Eligibility criteria may apply in addition to assessment criteria (see CGRGs).

Commonwealth entity A Department of State, or a Parliamentary Department, or a listed entity or a body corporate established by a law of the Commonwealth. See subsections 10(1) and (2) of the PGPA Act.

cost shifting Involves ‘substitution of effort’ by the Commonwealth for activities of another organisation or level of government. For example, cost shifting occurs where the Commonwealth provides a grant for an activity that would usually be paid for by a state, territory, or local government, such as municipal services (see CGRGs).

grant a grant is an arrangement for the provision of financial assistance by the Commonwealth or on behalf of the

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Commonwealth:a) under which relevant money or other CRF money, is to be

paid to a recipient other than the Commonwealth; andb) which is intended to assist the recipient achieve its goals;

andc) which is intended to help address one or more of the Aus-

tralian Government’s policy objectives; and

under which the recipient may be required to act in accordance with specified terms or conditions (see CGRGs section 2.3).

grant activity Is the project /tasks /services that the Grantee is required to undertake with the grant money. It is described in the Grant Agreement. (Proposed definition in the grants taxonomy.)

grant agreement Grant agreement means the contract template used by Australian Government entities to set out the mutual obligations relating to the provision of the grant. The Australian Government is standardising and streamlining grant agreements between the Commonwealth and grant recipients to allow grant recipients to engage more easily and efficiently with the Commonwealth (see CGRGs).

grant opportunity A notice published on GrantConnect advertising the availability of Commonwealth grants. (Proposed definition in the grants taxonomy.)

grant program May be advertised within the ‘Forecast Opportunity’ (FO) section of GrantConnect to provide a consolidated view of associated grant opportunities and provide strategic context for specific grant opportunities.

grantee An individual/organisation that has been awarded a grant. (Proposed definition in the grants taxonomy.)

PBS Program Described within the entity’s Portfolio Budget Statement, PBS programs each link to a single outcome and provide transparency for funding decisions. These high level PBS programs often comprise a number of lower level, more publicly recognised programs, some of which will be Grant Programs. A PBS Program may have more than one Grant Program associated with it, and each of these may have one or more grant opportunities.

selection criteria Comprise eligibility criteria and assessment criteria (see

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CGRGs).

selection process The method used to select potential grantees. This process may involve comparative assessment of applications or the assessment of applications against the eligibility criteria and/or the assessment criteria (see CGRGs).

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