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: Donating and 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 incountry)
- 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 incountry?
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 inkind).
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 and
distribution 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.
Shoot
Date:
Image Details:
DFAT’s privacy policy is available at
www.dfat.gov.au/privacy.html and contains information
about access to or correction of your personal information
and how you may complain about a breach of your
privacy.
Name:
The copyright in images used for these purposes vests in
the Commonwealth Government (DFAT)
Number:
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
Photographer
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:
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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
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file labels must not reveal identifying information about a child when sending images or videos electronically.