DFAT Australia Award Fellowships

Grants Management Office (GMO)


The information on this page refers to the Funding Agreement for the Australian Government’s Department of Foreign Affairs and Trade (DFAT) Australia Awards. More details on the scheme are available at the Australia Awards website.

This page contains instructions for meeting additional requirements on the Australia Award Fellowships that are unique to the Scheme and which are not common with other externally funded grants. For a PDF version of this information, please download the GMO Guide: How do I Manage my Australia Award Fellowship?


Part 1: Project Setup Stage

 


Risk Management
Comprehensive risk management principals must be applied to all Australia Award projects at a project level. These principals ensure that safeguard provisions and other project risks have been adequately considered and documented.

  • Action Required: The Grants Management Office (GMO) will provide you with a project risk matrix at the time of project setup. Please complete the matrix and return to the GMO in order to complete the project setup process.

Medical Insurance Requirements
Fellows funded through the Australia Award program are required to have medical insurance- this may have formed part of your requested funding or will be met by the visiting fellow. Proof of this coverage must be retained by the GMO.

  • Action Required: Please forward evidence of the medical insurance policy covering any visiting Fellows to the GMO in order to complete the project setup process. This documentation will be kept with the project record.

Record Keeping
DFAT requires researchers holding Australia Award Fellowships to maintain full, accurate and transparent project records, particularly around documenting budget calculations and co-contributions from external sources.

  • Please Note: You would most likely have already provided the GMO with evidence of how you developed the project budget, as well as budget calculations, at the application stage. If additional evidence is required, the GMO will contact you to request the necessary documentation.

Part 2: Action Required During the Project

 

Participant Briefings
DFAT requires Australia Award recipients to attend three separate briefings as part of the project as follows:

1. Pre-Departure Briefing: At least one month before the Fellow leaves their home country; a pre-departure briefing should take place. The pre-departure briefing should include information on completion of the training program in Australia, including advice on living safely in Australia.

  • Action Required: Provide email confirmation to the GMO that this has occurred, and any accompanying documentation if available.

2. Arrival Briefing: Within the first three days on arrival of the Fellow in Australia, an arrival briefing covering awardee obligations should take place. The arrival briefing should cover your responsibility to ensure your own safety and well-being during their stay in Australia.

  • Action Required: Provide email confirmation to the GMO that this has occurred, and any accompanying documentation if available.

3. Departure Briefing: At least three days before the Fellow departs Australia, the Fellow should attend a departure briefing to provide feedback on their Fellowship training program.

  • Action Required: Provide email confirmation to the GMO that this has occurred, and any accompanying documentation if available.

Part 3: Project Completion Stage

 

Activity Completion Report and Certification

  • Action Required: Upon completing the project, Australia Award recipients should:
  1. Download and complete the DFAT Activity Completion Report Template.
  2. Provide the completed Activity Completion Report to the GMO for review and submission to DFAT.
  3. In addition, the report needs to be reviewed by an appropriate person within your school/centre/unit. The reviewer needs to be an appropriately qualified person who can confirm the information presented in the report is accurate. They can reply via email- a certification email template for their response is available in the GMO Guide: How do I Manage my Australia Award Fellowship?
  4. Provide the certification to the GMO to be kept with the project record.

What do I need to include in my Activity Completion Report?

  • A brief outline of the Activity and more detailed outcomes compared with the project objectives, development impact, sustainability of linkages and lessons learned.
  • A final funds acquittal (more details on the acquittal requirements are provided at section 17.2 of the DFAT funding agreement).

Further Questions?

 

The Grants Management Office is available to assist with any questions on managing your DFAT Australia Awards Fellowship. Please direct your enquiry to the Grants Officer responsible for your School/Centre/Institute, or to mygrants.gmo@unsw.edu.au.