About these Grant Guidelines Web viewLast day for questions and requests for clarification to the...

GRANT GUIDELINES

FOR

EMPOWERING YOUTHINITIATIVES

ROUND 2

Commonwealth of Australia 2016This work is copyright. You may download, display, print and reproduce this material in unaltered form only (retaining this Notice) for your personal, non-commercial use or use within your organisation. Apart from any use as permitted under the Copyright Act 1968, all other rights are reserved.

Grant Guidelines for Empowering YOUth Initiatives Round 2

GENERAL INFORMATION AND INDICATIVE TIMELINE

Date(s) Key Event

10 October 2016 Release of the Grant Guidelines on 360Pro.

12–13 October 2016 Empowering YOUth Initiatives Round 2 information webinars.

5.00 pm (Canberra time),21 October 2016

Last day for questions and requests for clarification to the Department about the process for Stage 1 (Expressions of Interest) of regarding Empowering YOUth Initiatives Round 2 Expression of Interest. There will be no obligation on the Department to answer questions received after this deadline (see Contact Details section).

5.00 pm (Canberra time),28 October 2016

Closing date and time for Expression of Interest applications for funding under these Grant Guidelines.

11 November–2 December 2016 The Department will provide written feedback and conduct meetings for applicants who are shortlisted in Stage 1.

The dates for feedback, meetings and the opening of Stage 2 will be staggered. The indicative dates are:

11 November 2016 — Group 1 (Victoria, Western Australia and South Australia) receive written feedback and receive meeting date. Stage 2 opens for Group 1 applicants.

18 November 2016 — Group 2 (New South Wales and Australian Capital Territory) receive written feedback and receive meeting date. Stage 2 opens for Group 2 applicants.

25 November 2016 — Group 3 (Queensland, Northern Territory and Tasmania) receive written feedback and receive meeting date. Stage 2 opens for Group 3 applicants.

The indicative timetable for Meetings with applicants shortlisted in Stage 1 is as follows (subject to change):

16–18 November 2016—Group 1 23–25 November 2016—Group 2 30 November, 1–2 December 2016—Group 3

5.00 pm (Canberra time) on5, 12 and 19 December 2016

Applicants will have a staggered closing date to submit their Stage 2 Initiative Proposal. The indicative dates are:

5 December 2016—Group 1 12 December 2016—Group 2 19 December 2016—Group 3

5.00 pm (Canberra time), 14 December 2016

Last day for questions and requests for clarification to the Department about the process for Stage 2 (Initiative Proposal) of Empowering YOUth Initiatives Round 2. There will be no obligation on the Department to answer questions received after this deadline (see Contact Details section).


Date(s) Key Event

From February 2017 Announcement of successful applicants for Empowering YOUth Initiatives Round 2.

From late February 2017 Funding Agreements for Empowering YOUth Initiatives Round 2 entered into with successful applicants. Empowering YOUth Initiatives Round 2 commences.


CONTACT DETAILSThe E m p l oy m ent S er v i c es P u rc h asi n g H o tli n e ([email protected]) (the Hotline) is the primary means of contact during the grant application period.

Questions and requests for clarification about these Grant Guidelines can be directed to the Hotline:

Phone—1300 733 514 (Monday to Friday, 9.00 am to 5.00 pm Canberra time, excluding ACT and national public holidays)

Email—the E m p l oy m ent Se rvices P u rc h asi n g H o tli n e ([email protected]).

All questions, clarifications and requests for information in relation to the process for the Expression of Interest stage (Stage 1) must be submitted to the Hotline prior to 5.00 pm (Canberra time) 21 October 2016. There will be no obligation on the Department to answer questions received after this time.

All questions, clarifications and requests for information in relation to the process for the Initiative Proposal stage (Stage 2) must be submitted to the Hotline prior to 5.00 pm (Canberra time) 14 December 2016. There will be no obligation on the Department to answer questions received after this deadline.

The Department may publish responses to questions or requests for clarification on the grants process on the E m p l o y m ent Ser v i ces P r o cu r e m e n t I n f o r m at i o n w ebsite (www.employment.gov.au/employment-services-procurement-information) for the benefit of all potential applicants without identifying the source of the question or clarification. Please monitor the Employment Services Procurement Information website for updated information.

The Hotline cannot provide interpretation or advise an applicant on how to respond to the requirements set out in the Grant Guidelines, or provide information that is not contained in these Grant Guidelines, unless that information is publicly available.

Webinar information sessions are scheduled for Wednesday 12 October 2016 at 2.00 pm – 4.00 pm; and Thursday 13 October 2016 at 10.00 am–12.00 pm and 2.00 pm–4.00 pm (all times are Canberra time).

Registration for webinar information sessions, supporting the Grant Guidelines can be completed using the Information Sessions Online Booking Form (www.ivvy.com/event/eyi2/).

A copy of the webinar presentation will be made available on the Employment Services Procurement Information website (www.employment.gov.au/procurement) after the final webinar information session.


http://www.employment.gov.au/procurement


http://www.ivvy.com/event/EYI2/

TABLE OF CONTENTSCHAPTER 1 About these Grant Guidelines..................................................................................8

1.1 Purpose of these Grant Guidelines........................................................................................8

1.2 Scope and Purpose................................................................................................................8

1.3 Webinar Information Sessions...............................................................................................8

CHAPTER 2 About Empowering YOUth Initiatives Round 2.........................................................9

2.1 Introduction...........................................................................................................................9

2.2 Scope.....................................................................................................................................9

2.3 Duration and Funding..........................................................................................................11

2.4 Participant Numbers............................................................................................................11

2.5 Priorities..............................................................................................................................11

2.6 Locations and Coverage.......................................................................................................12

2.7 Eligible Participants and Interaction with Employment Services.........................................12

2.8 Operational Requirements..................................................................................................13

CHAPTER 3 Eligibility to Apply..................................................................................................16

3.1 Organisations Eligible to Apply............................................................................................16

3.2 Sole Traders.........................................................................................................................16

3.3 Group Applicants.................................................................................................................16

3.4 Possible Types of Group Applicants.....................................................................................17

3.5 Subcontracting Arrangements.............................................................................................18

3.6 Foreign Companies..............................................................................................................18

CHAPTER 4 The Department’s Assessment Process...................................................................19

4.1 Public Governance, Performance and Accountability Act 2013...........................................19

4.2 Probity.................................................................................................................................19

4.3 Assessment Process.............................................................................................................20

4.4 Financial Viability and Other Checks....................................................................................23

CHAPTER 5 Selection Criteria and Required Information...........................................................27

5.1 Stage 1 – Expression of Interest...........................................................................................27

5.2 Stage 2 – Initiative Proposal.................................................................................................29

5.3 Budget.................................................................................................................................31

5.4 Referees...............................................................................................................................31

CHAPTER 6 Legal and Other Matters.........................................................................................33


6.1 Privacy.................................................................................................................................33

6.2 Discrimination......................................................................................................................33

6.3 Working with Children.........................................................................................................33

6.4 Freedom of Information......................................................................................................34

6.5 Fraud....................................................................................................................................34

6.6 Other Matters......................................................................................................................34

6.7 The Department’s Rights and Liabilities...............................................................................36

CHAPTER 7 How to Lodge an Application..................................................................................39

7.1 Conditions of Lodgement.....................................................................................................39

7.2 Closing Date and Time.........................................................................................................40

7.3 360Pro.................................................................................................................................41

APPENDIX A Glossary................................................................................................................42

APPENDIX B Communication Protocol.....................................................................................46

APPENDIX C 360Pro and System Requirements.......................................................................49

APPENDIX D Draft Funding Agreement.....................................................................................53

APPENDIX E Application Checklist............................................................................................54


CHAPTER 1 ABOUT THESE GRANT GUIDELINES1.1 Purpose of these Grant Guidelines

The Department of Employment (the Department) is seeking applications for funding of Empowering YOUth Initiatives Round 2 from all organisations that are not-for-profit, non-government organisations. For further detail about eligibility requirements and exclusions please refer to C h a p t e r 3 of these Grant Guidelines.

1.2 Scope and Purpose

This document outlines the requirements for applicants seeking to apply for grant funding to deliver activities under Empowering YOUth Initiatives Round 2. This includes the process for submitting applications, timelines and conditions of funding.

This document should be considered together with other information about Empowering YOUth Initiatives Round 2 on the Employment Services Procurement Information website (www.employment.gov.au/procurement).

Any additional information is provided for background purposes only and potential applicants must complete their application based on the requirements outlined in these Grant Guidelines.In this document, unless a contrary intention occurs, all capitalised terms have the meaning given to them in the list of definitions in Appendix A, Glossary. In the event of any inconsistency, the definitions in Appendix D, Draft Funding Agreement take precedence over the terms defined in Appendix A.

1.3 Webinar Information Sessions

The Department will conduct information sessions via webinars.

Details are available on the Employment Services Procurement Information website (www.employment.gov.au/procurement) or by calling the Hotline on 1300 733 514.

A copy of the webinar presentation will be made available on the Employment Services Procurement Information website (www.employment.gov.au/procurement) after the final webinar information session.

Register your interest to attend a webinar information session online at http://www.ivvy.com/event/EYI2/ .

Grant Guidelines for Empowering YOUth Initiatives Round 2 8

http://www.ivvy.com/event/EYI2/





CHAPTER 2 ABOUT EMPOWERING YOUTH INITIATIVES

2.1 Introduction

The Australian Government is committed to helping young people at risk of long-term unemployment improve their chances of finding and keeping a job.

In the 2015–16 Federal Budget the Government provided $55 million over four years to establish Empowering YOUth Initiatives to assist young people at risk of long-term unemployment in areas of high need and entrenched youth disadvantage.

The objectives for Empowering YOUth Initiatives are to:

help more young people at risk of long-term unemployment to find and keep a job identify innovative approaches that have the greatest potential to improve employment outcomes

for young people at risk of long-term unemployment and prevent long-term welfare dependency promote learnings from Empowering YOUth Initiatives to enhance current and future youth

services.

As part of Empowering YOUth Initiatives, around 40 individual initiatives will be funded for a maximum of two years each—19 initiatives have already been funded under Round 1.

The Department is now seeking applications for Empowering YOUth Initiatives Round 2. Successful applicants in Round 2 will be announced from February 2017.

2.2 Scope

The Department invites applications that offer new and different approaches to assist young people at risk of long-term unemployment move towards sustainable employment.

The Empowering YOUth Initiative Round 2 assessment process will use a flexible two-stage approach. Applicants will be required to submit an Expression of Interest application for Stage 1. Applications will be shortlisted for progression to Stage 2. The Department will provide feedback to those shortlisted applicants and invite them to workshop their initiative. Shortlisted applicants will submit a more detailed Initiative Proposal for Stage 2. Further details on the selection criteria are provided in Chapter 5.

Applications may seek to:

prevent unemployment for young people most at risk of long-term unemployment reduce the barriers to employment for young people who are currently unemployed and at risk of

becoming long-term unemployed, or help young people to stay in work to minimise the risk of long-term welfare dependency.

Without seeking to limit initiatives, this may include new or different approaches to:

engage young people to maintain their connection to employment support young people at critical transition points to prevent unemployment enhance engagement with hard-to-reach young people through new approaches or improvements

to service delivery


implement new or improved forms of community partnerships that leverage existing or new resources differently for the benefit of young people in the target group

implement new or improved forms of business partnerships to enhance employment opportunities for young people at risk of long-term unemployment and achieve more sustained employment outcomes

support youth entrepreneurship as a pathway to employment generate new or improved types of evidence-based interventions to address vocational and non-

vocational barriers to employment such as literacy and numeracy, work-readiness, psychological issues and family and social issues, and

enable innovation, rather than inventing something or supporting something that’s already caught on; at its core, innovation is a process for creating new ideas (e.g., a new product or process) and turning them into something of value (e.g., commercial or social value).

Applications can offer innovative activities that complement existing Employment Services, but must not replicate these services i.e. applications should not propose activities that are already expected as part of normal service delivery arrangement under Employment Services. Where complementary services are proposed, applicants must be clear in their application why the additional services are necessary and how they are innovative. For example, research has uncovered five main types of innovation1:

product innovation (for example, digital service delivery and gamification) process innovation (for example, community co-design and behavioural economics or ‘nudge’) organisational innovation (for example, social enterprises and use to peer to peer networks) marketing innovation (for example, new ways of reaching different/more youth), and collaboration in innovation (for example, strategic partnerships and online platforms).

Employment Services include:

Transition to Work ParentsNext jobactive Disability Employment Service the Community Development Programme Work for the Dole New Enterprise Incentive Scheme Harvest Labour Services National Harvest Labour Information Service, and PaTH (once established).

2.3 Duration and Funding

Funding for Empowering YOUth Initiatives Round 2 will be awarded to successful applicants for a maximum of two years with projects to be announced from February 2017.

Applicants may submit one proposal worth up to $5 million dollars (GST inclusive). See Chapter 3 for further information on eligibility.

Empowering YOUth Initiatives are time-limited because they are designed to test new approaches. Therefore ongoing funding will not be available.

1 ‘Defining innovation – OECD,’ http://www.oecd.org/site/innovationstrategy/defininginnovation.htm

10 Grant Guidelines for Empowering YOUth Initiatives Round 2

http://www.oecd.org/site/innovationstrategy/defininginnovation.htm

There is no minimum period a project must operate for; however, each proposal can only receive funding for a maximum of two years.

Applicants must be in a position to commence their project before 30 June 2017.

2.4 Participant Numbers

It is expected that Empowering YOUth Initiatives Round 2 will each have a sufficient number of Participants (at a minimum, 100 Participants over two years) to enable meaningful evidence and evaluation to support future service delivery and policy design.

To achieve a minimum of 100 Participants, applicants should consider potential drop-outs, attrition and withdrawal and how this may impact on the outcomes and evaluation of an initiative.

In projects where it is difficult to gain 100 Participants, applicants should consider options to replicate the initiative in more than one location, including through partnering with another organisation in order to achieve this number of Participants.

Preference will be given in assessment to Expressions of Interest lodged in Stage 1 that have a minimum of 100 Participants over two years (see Section 5.1).

2.5 Priorities

Funding for Empowering YOUth Initiatives Round 2 will focus on the following priorities:

Indigenous young people young people in areas of Australia with high youth unemployment2

apprenticeships and traineeships creating new pathways to employment, or major improvements to pathways for young people

from disadvantaged backgrounds.

Applications do not need to address all priorities, but can focus on one or more.

There is no weighting for any of the priorities. An application may target any or all of these priority groups through a single application. The Department is seeking initiatives across all priorities and will take this into consideration when assessing applications.

The Department will also consider applications that do not address the priority groups where:

the application addresses a demonstrated pressing local need, is considered highly innovative, takes advantage of a time-limited opportunity, or the Department considers it represents significant value for money.

2.6 Locations and Coverage

Within the scope and focus of the Empowering YOUth Initiatives Round 2, there are no formal limits or boundaries as to where an initiative can operate. Initiatives could be delivered from physical locations or through online servicing, including innovative ways to use technologies, social media or other options that appeal to and attract young people.

Initiatives can be conducted across multiple locations.

2 Data on youth unemployment is available on the Australian Bureau of Statistics website.


The geographic diversity of Empowering YOUth Initiatives Round 2 at a program level will be a consideration in the Department’s recommendations and decisions to ensure there are a range of initiatives across Australia.

2.7 Eligible Participants and Interaction with Employment Services

The target group for Empowering YOUth Initiatives Round 2 is young people aged 15–24 years (inclusive) who are long-term unemployed (unemployed for 12 months or more), or at risk of becoming long-term unemployed. An initiative can be aimed at a particular age group within the target age range.

The risk factors for long-term unemployment are often complex and varied, and may include:

homelessness or housing instability a disability or illness that reduces a young person’s capacity to participate in education or

employment being in or leaving out-of-home care being a young parent leaving school before completion of Year 12 or an equivalent qualification level being from a jobless family, and a history of offending.

Participation in Empowering YOUth Initiatives Round 2 is voluntary.

The target group can include young people who may or may not be receiving income support payments.

It is expected the organisations will develop proposals targeting vulnerable young people with a right to work in Australia. This includes:

Australian citizens holders of permanent visas New Zealand Special Category Visas nominated Visa Holders (including Temporary Protection Visa Holders, and Safe Haven Visa

Holders).

2.7.1 Interaction with Employment Services

Generally, Participants in Empowering YOUth Initiatives Round 2 can also participate in Employment Services.

jobactive

Young people who are receiving assistance from jobactive will continue to be connected to their jobactive provider and can use their participation in an Empowering YOUth Initiative as an activity.

Transition to Work

Transition to Work participants are already receiving intensive assistance and are not likely to be available to participate in Empowering YOUth Initiatives Round 2. For this reason, Transition to Work participants cannot concurrently participate in Empowering YOUth Initiatives Round 2, unless the Empowering YOUth Initiative does not impact on the young person’s participation hours, for example, using an Empowering YOUth Initiative App or website.


Disability Employment Services

Young people who are receiving assistance through Disability Employment Services may participate in Empowering YOUth Initiatives Round 2, where their provider agrees that participation in Empowering YOUth Initiatives Round 2 would suit their individual circumstances.

Community Development Programme

Young people who are receiving assistance through the Community Development Programme may be able to participate in Empowering YOUth Initiatives Round 2. This will be determined on a case-by-case basis by the Department of the Prime Minister and Cabinet.

2.8 Operational Requirements

2.8.1 Grant Payments

The Funding Agreement between the Department and successful applicants will specify milestones that link key deliverables with payments of funding (GST inclusive). The first payment will be payable at the time the Funding Agreement is executed and the final Initiative Proposal is approved, with additional payments dependent on Empowering YOUth Initiatives Round 2 organisations achieving agreed performance milestones. These milestones may include:

submitting progress and final reports collecting and providing data and information required for evaluation meeting initiative-specific milestones.

2.8.2 Data Collection and Performance Reporting

Empowering YOUth Initiatives Round 2 organisations will be required to collect and provide data to the Department for the purpose of monitoring the activities being conducted and demonstrating compliance with the Funding Agreement, including data that supports how:

their approach is meeting the overall objective of Empowering YOUth Initiatives Round 2 they monitor and analyse progress towards the objective they use monitoring and analysis to support continuous improvement.

Applicants will be required in their application to describe existing data management systems or provide strategies to capture this information.

The data to be collected would typically include:

a detailed description of the activities provided for Participants Participant information such as demographic characteristics Participant contact details to allow for monitoring compliance Participant outcomes other initiative-specific information.

Successful applicants will be required to work with the Department from the outset to provide data and performance reporting, as set out in the Funding Agreement. At a minimum the first progress report will be provided at three months from execution of the Funding Agreement, the second progress report at six months from execution of the Funding Agreement and then each subsequent progress report will be required every six months. However, in some cases, more regular reporting may be required.


2.8.3 Evaluation

In addition to monitoring an Empowering YOUth Initiatives Round 2 organisation’s performance under the Funding Agreement, the Department will work in partnership with Empowering YOUth Initiative organisations to determine the most appropriate evaluation approach for each initiative.

In order to achieve a high standard of evidence, it is an essential requirement that a comparison group be constructed, i.e. a group of youth in the target group who did not participate in the Empowering YOUth Initiative. The outcomes achieved by the comparison group, such as obtaining employment, are compared against the outcomes achieved by Participants in the initiative, to determine if the initiative has had a positive impact on helping the initiative Participants to overcome the barriers that prevent them from finding and keeping a job. This needs to be carefully considered at the design stage of the initiative. It is also imperative that the data collected as part of the initiative is fit for evaluation purposes:

The preferred evaluation approach is a Randomised Controlled Trial (RCT) where practical. RCTs create comparison groups by randomly assigning only some people from a group of eligible youth to participate in the initiative, before the implementation of the trial. A properly designed and implemented RCT is widely regarded as the preferred approach in evaluating an initiative. The Department recognises that in some instances it will not be possible to get a RCT. Applicants won’t be disadvantaged if a RCT isn’t able to be achieved.

An alternative is to collect detailed information, such as outcomes and demographic information, on youth in the target group who do not participate in the initiative. This is used to compare outcomes achieved by the Participants in the initiative to other youth in the target group with similar characteristics.

Data will need to be collected for each individual Participant, including their demographic characteristics, baseline data, participation and outcome data. Where possible, unit record data of people similar to Participants, but not in the trial, will be used to compare outcomes between Participants in the initiative and the comparison group. As with the monitoring information, this data collected on each Participant must, at a minimum, be provided to the Department every six months. However, in some cases, more regular reporting may be required.

Empowering YOUth Initiatives Round 2 organisations will be required to demonstrate their capability and capacity to support the Department in evaluating the effectiveness of the initiative to a high standard. Applicants should identify and describe any costs associated with evaluation and data management tools in the Initiative Budget form.

Depending on the nature of the initiative, formal human research ethics approval may need to be obtained. The Department will work with any initiatives where this is required.

The evidence yielded by Empowering YOUth Initiatives Round 2 may be used in conjunction with the Investment Approach to Welfare, which estimates the future savings to welfare costs through investing in services. Further information about the investment approach is available online at: dss.gov.au/sites/default/files/documents/05_2015/2015_budget_fact_sheet_-_australias_welfare_system_-_final.pdf.


https://www.dss.gov.au/sites/default/files/documents/05_2015/2015_budget_fact_sheet_-_australias_welfare_system_-_final.pdf

https://www.dss.gov.au/sites/default/files/documents/05_2015/2015_budget_fact_sheet_-_australias_welfare_system_-_final.pdf

CHAPTER 3 ELIGIBILITY TO APPLYThis chapter outlines the types of organisations eligible to apply to deliver Empowering YOUth Initiatives Round 2.

Applicants may only submit one Expression of Interest application.

3.1 Organisations Eligible to Apply

All not-for-profit, non-government organisations are eligible to apply for funding under Empowering YOUth Initiatives Round 2.

The following organisations/entities are excluded from applying for funding under these Grant Guidelines:

Australian, state, territory and local government departments, agencies, employees or agents for-profit organisations.

Organisations that submitted applications under Empowering YOUth Initiative Round 1 are eligible to apply for Round 2.

Empowering YOUth Initiative organisations funded to deliver services in Round 1 are not permitted under Round 2 to extend the time period or funding allocation for their existing initiative. However, these organisations are eligible to submit a new application in accordance with this grants process.

Applicants must have a current and valid Australian Business Number (ABN) and ensure they have completed all the information required by the Department as specified in these Grant Guidelines. Where an application is being submitted by a Group applicant, each member of the Group applicant must have a current and valid ABN.

Incomplete applications may be excluded from consideration during the assessment process.

3.2 Sole Traders

Applicants may apply for funding under the Grant Guidelines as sole traders provided all the requirements to submit an application are met and the applicant has the legal capacity to enter into a Funding Agreement with the Department.

3.3 Group Applicants

A group of legal entities can respond as a Consortium, Joint Venture, Partnership or some other form of alliance in order to conduct Empowering YOUth Initiatives Round 2 (a ‘Group applicant’).

A Group applicant must specify in its response the business structure and arrangement under which it proposes to conduct Empowering YOUth Initiatives Round 2 (for example, Consortium, Joint Venture, etc.).

If lodging an application as a Group applicant, each member of the Group must be a legal entity and the lead entity of the Group applicant should lodge the application on behalf of all members of the Group.


Unless the Department agrees in writing to any changes to the members of a Group, the membership of the Group applicant should remain as specified in its application:

throughout the period from receipt of the application through assessment and entering into a Funding Agreement throughout the Funding Agreement period.

Any proposed changes to the membership of a Group applicant must be requested of the Department in a letter signed by the authorised representative(s) of the Group applicant.

If the Department decides to deal with a Group applicant of changed composition, the Department may, at its sole discretion, impose any conditions it considers necessary or appropriate in the circumstances.

Where a Group applicant is successful in the Empowering YOUth Initiatives Round 2 grants process, each of the legal entities that form the Group applicant will be jointly and severally liable for:

the performance of all of the obligations under the Funding Agreement all losses caused by any subcontractor engaged for the purpose of the Funding Agreement.

3.4 Possible Types of Group Applicants

The following information is provided as guidance only. Applicants should seek independent professional advice if they have any questions about types of Group applicants.

3.4.1 Consortium

A group of individual legal entities may lodge an application collectively as a Consortium.

Where the Group applicant responds as a Consortium, the Consortium must appoint a lead member entity to act as agent for the other member entities. The lead member entity must be authorised to negotiate, act on behalf of and contractually bind each member of the Consortium. Each member of the Consortium must confirm the authority of the lead member entity to the Department in writing as part of their application.

3.4.2 Other Alliances

If there are other alliance arrangements between corporate entities or individuals that have not been contemplated by the Department, provided the arrangements meet the above Group applicant requirements, the Department will be open to conducting Empowering YOUth Initiatives Round 2 through those arrangements.

An alliance of individual legal entities will need to provide details and evidence of the alliance’s actual or proposed legal arrangements, as an attachment to the Financial and Credentials Information Form if requested by the Department.

As with a Consortium, the alliance must appoint a lead member entity to act as agent for the other member entities. The lead member must be authorised to negotiate, act on behalf of and contractually bind each member of the alliance. Each member of the alliance must confirm the authority of the lead member entity to the Department in writing.


3.5 Subcontracting Arrangements

Applicants must indicate if they intend to subcontract all or part of their performance of the activities proposed under Empowering YOUth Initiatives Round 2. As specified in the Draft Funding Agreement, organisations can only enter into a subcontract with the written permission of the Department.

Applicants will remain responsible for the provision and quality of all activities within the Funding Agreement that they subcontract. As set out in the Draft Funding Agreement, applicants must impose relevant obligations of the Funding Agreement on subcontractors in the subcontract. Applicants must also ensure any subcontractor complies with the requirements set out in any Funding Agreement it enters into with the Department.

If an applicant wishes to engage a subcontractor to conduct part of their proposed activities under Empowering YOUth Initiatives Round 2, the Subcontractor Credentials Information Form must be completed and submitted as part of their application.

Unless the Department agrees in writing to any changes to nominated subcontractor(s), they must remain as specified in the application:

throughout the period from receipt of the application through assessment and entering into a Funding Agreement throughout the Funding Agreement period.

3.6 Foreign Companies

The Department will only accept an application from a foreign company if it is registered under Part 5B.2 of the Corporations Act 2001 (Cth).


CHAPTER 4 THE DEPARTMENT’S ASSESSMENT PROCESS

This chapter outlines the Department’s assessment process for applications submitted under the Stage 1 Expression of Interest and Stage 2 Initiative Proposal.

4.1 Public Governance, Performance and Accountability Act 2013

The Empowering YOUth Initiatives Round 2 grants process is governed by the Commonwealth Grants Rules and Guidelines issued by the Minister for Finance under section 105C of the Public Governance, Performance and Accountability Act 2013 (PGPA Act).

The Department’s arrangements for Empowering YOUth Initiatives Round 2 are consistent with the established key principles under the Commonwealth Grants Rules and Guidelines. These are:

robust planning and design collaboration and partnership proportionality an outcomes orientation achieving value with relevant money governance and accountability Probity and transparency.

4.2 Probity

The Department will ensure this Empowering YOUth Initiatives Round 2 grants process is fair and transparent, is subject to appropriate scrutiny, and all requirements published by the Department, including these Grant Guidelines, are followed.

The Department has appointed Maddocks as the external Probity Adviser. The role of the Probity Adviser is to advise on the Probity and integrity of the process. The role includes developing an overarching Probity Plan that will apply to the process and providing advice on Probity issues, conducting appropriate Probity training and advising on relevant security arrangements.

The Probity Adviser will observe and monitor, but will play no role in, the assessment process.

The Department has a complaints handling process in place for this grants process. Persons with any concern about the Probity or integrity of the Empowering YOUth Initiatives Round 2 grants process can raise their concerns with our internal legal adviser, Luke de Jong ([email protected]). Where appropriate, complaints will be referred to the external Probity Adviser.

Any questions about the process or activities covered by the grants process, should in the first instance, be lodged through the Employment Services Purchasing Hotline (see Contact Details section).


4.3 Assessment Process

The Empowering YOUth Initiative Round 2 assessment process will use a two-stage approach.

Stage 1 will involve the assessment and shortlisting of Expression of Interest applications based on responses to the Expression of Interest selection criteria (see Section 5.1).

Applicants shortlisted at the end of Stage 1 will be invited to participate in Stage 2. Each shortlisted applicant will receive written feedback from the Department and will be invited to attend a Meeting with the Department to workshop their proposed initiative.

At Stage 2, applicants will submit a more detailed Initiative Proposal. Applications will be assessed against the Stage 2 selection criteria and as outlined below. There is no guarantee that applicants who submit an Initiative Proposal will be successful in their application and be offered funding for their initiative.

The assessment of applications will be conducted by Departmental staff with the appropriate expertise, training and regional knowledge.

The Department reserves the right to conduct some or all of the following stages at the same time or in a different order to that stated. The Department may take into account information gathered at one stage during its conduct of another stage.

Nothing stated in relation to the stages set out below limits any other right the Department has as set out elsewhere in this document.

Stage 1

Stage 1A—Receipt of Expression of Interest Applications

Each Expression of Interest application will be downloaded from 360Pro3 after the closing date and time, and will be checked to ensure that:

the application has been submitted before the closing date and time the application has been submitted through 360Pro the application includes all information required, as listed in the application Checklist at

A pp en d ix E of these Grant Guidelines the applicant has submitted the correct application form, in the correct format, containing

completed information, including responses to the selection criteria.

Stage 1B—Eligibility

Applications will be assessed against Chapter 3 ‘Eligibility to Apply’. Failure to meet these requirements may result in exclusion from further consideration in the assessment process.

Stage 1C—Assessment of Applications against the Expression of Interest Selection Criteria

In this stage, the Department will assess all applications against the Expression of Interest selection criteria (see Section 5.1) and shortlist applicants based on the outcome of this assessment.

3 See 360Pro applicants’ Quick Reference Guide for more information


A review committee of senior Departmental managers will oversee the Stage 1 assessment process. Final decisions on applicants that will progress to Stage 2 will be made by the delegate, the Deputy Secretary of the Department of Employment.

Applicants that are not shortlisted will be advised of this at the conclusion of Stage 1. However, the Department reserves the right (in its absolute discretion) to progress applications to Stage 2 that were not initially shortlisted. If this occurs, the relevant applicants will be contacted.

Stage 2

Stage 2A—Initiative Proposal Stage

Applicants who are shortlisted at the end of the Expression of Interest application stage will receive a Meeting date and time from the Department, along with written feedback on their Expression of Interest application in advance of the Meeting. Providing written feedback in advance is intended to support applicants to prepare for the Meeting and by providing the Department’s initial views on potential opportunities to strengthen the initiative design.

In developing and submitting their Initiative Proposal in Stage 2, short listed applicants should respond to the Initiative Proposal Selection Criteria (see Section 5.2).

Stage 2B—Meetings

The indicative timetable for Meetings is as follows (subject to change):

Group 1—Victoria, Western Australia and South Australiao 16/17/18 November 2016

Group 2—New South Wales and Australian Capital Territoryo 23/24/25 November 2016

Group 3—Queensland, Northern Territory and Tasmaniao 30 November and 1/2 December 2016

Note: In the event a proposed initiative has national coverage, an online proposal, or covers multiple locations, the Group (Group 1, 2 or 3) assigned to an applicant will be based on their registered business address.

The Meeting is an opportunity for each shortlisted applicant and the Department to share views on what may increase the level of innovation and or strengthen the initiative design including enhancing the applicant’s data management system and/or their capacity to undertake an evaluation of their initiative with the Department. At the Meetings with shortlisted applicants the Department may:

discuss in further detail the initiatives outlined in the Expression of Interest explore potential collaboration with other organisations, if relevant clarify implementation details of initiatives discuss proposed Participant numbers or locations, if relevant.

Meetings with each applicant are expected to run for approximately one hour.

It is not compulsory for applicants to attend a Meeting with the Department; however, it is considered a valuable opportunity.

Stage 2C—Receipt of Initiative Proposal Applications


The Initiative Proposal submitted by shortlisted applicants will be assessed against the Initiative Proposal selection criteria (see Section 5.2.2).

Shortlisted applicants may only submit one Initiative Proposal.

The Initiative Proposal should provide more detailed information on the initiative and how it will be implemented and managed.

There is no guarantee that applicants who submit an Initiative Proposal will be successful in their application and be offered funding for their initiative.

Applicants who were not shortlisted at the Expression of Interest stage (Stage 1) cannot submit an Initiative Proposal unless the Department invokes the right (in its absolute discretion) to progress applications to Stage 2 that were not initially shortlisted. If this occurs, the relevant applicants will be contacted.

Each Initiative Proposal application will be downloaded from 360Pro4 after the Stage 2 closing date and time, and will be checked to ensure that:

the application has been submitted before the closing date and time the application was submitted through 360Pro the application includes all information required the applicant has submitted the correct application form, in the correct format, containing

completed information, including responses to the Initiative Proposal selection criteria.

Stage 2D—Assessment of Initiative Proposals

In this stage, the Department will assess all Stage 2 applications against the Initiative Proposal selection criteria.

Stage 2E—Financial Viability Assessment

Applicants that submit a response to Stage 2 will be subject to a financial viability assessment by the Department. To determine the financial viability of applicants, the Department will consider the information provided by applicants in their Financial and Credentials Information, as well as any other information provided or available to the Department in relation to the financial viability of the applicant and the credentials of key personnel. Refer to Section 4.4 for more detail.

4 See 360Pro Reference Guide for more information


Stage 2F—Recommendations

A review committee of senior Departmental managers will oversee the assessment process and make recommendations to the Delegate. In making recommendations, the review committee will consider whether there is adequate geographic diversity across Empowering YOUth Initiatives Round 2, as well as any other relevant matters that will ensure the objectives of Empowering YOUth Initiatives Round 2 and value for money can be achieved.

Stage 2G—Final Decisions

The Deputy Secretary for the Department or their delegate will consider the recommendations and make the final decisions.

All applicants, including those that were not shortlisted after Stage 1, will be formally advised by email of the outcome of their application.

4.3.1 Contacting Applicants

At any stage of the assessment process, the Department may ask applicants (including, any member of a Group applicant) or nominated subcontractors any question with a view to clarifying aspects of their application, or to seek additional information where the Department considers this is necessary to enable it to assess the application. This contact will be on a confidential and without prejudice basis and does not mean the Department will be offering Funding Agreements to the particular organisations.

4.4 Financial Viability and Other Checks

The Department may perform security, Probity and financial investigations as it determines necessary in relation to any applicant, its employees, officers, partners, associates, subcontractors or Related Entities. The Department may exclude an application from further consideration if the applicant does not provide, at its cost, all reasonable assistance to the Department in this regard.

4.4.1 Financial Viability

The objective of the financial viability process is to assess:

whether the applicant may be considered financially viable to provide the proposed activities under Empowering YOUth Initiatives Round 2 specified in the application (the financials check)

whether there are any circumstances that may adversely affect the applicant’s ability (and its nominated subcontractor’s ability where it has proposed subcontracting arrangements) to meet its contractual obligations to conduct the proposed activities under Empowering YOUth Initiatives Round 2 for at least the relevant Funding Agreement period (the credentials check)

any risk exposure for the Commonwealth.

The Department may take these matters into account as part of the decision-making process.

The onus is on an applicant to satisfy the Department of its financial viability to undertake the proposed activities specified in its application. If an applicant does not provide all information requested by the Department, or if the applicant is otherwise unable to demonstrate its financial viability, the Department may not be able to make an assessment or the assessment may be


adversely affected. In these circumstances, the Department may, at its sole discretion, exclude an application from further consideration at any stage of the assessment process.

Additional Funding Agreement conditions, such as (without limitation) the provision of a Deed of Financial Undertaking and/or Performance Guarantee or more frequent provision of financial statements, may be required by the Department as a result of the financial viability assessment.

4.4.2 Financial Viability Information

Applicants must submit a completed Financial and Credentials Information Form and provide the most relevant information to demonstrate its financial viability. In the case of a Group applicant, each member of that Group applicant should supply the information requested in its application.

Applicants should provide financial statements that:

are current and include the statements for the last complete financial year are for the entity as a whole are prepared in accordance with the Australian Equivalents to International Financial Reporting

Standards include all notes to the statement(s) are presented in Australian dollars.

The Department prefers financial statements to be prepared on an accrual basis. The Department expects the following applicants to provide audited financial statements:

organisations that are incorporated under the Corporations Act 2001 (Cth) and are required to provide audited financial statements because they are:o disclosing entities as defined under s111AC of the Corporations Act 2001 (Cth)o public companieso large proprietary companies, if two of the following apply:

i. the consolidated gross operating revenue for the financial year of the company and the entities it controls, if any, is $25 million or more

ii. the value of the consolidated gross assets at the end of the financial year of the company and the entities it controls, if any, is $12.5 million or more

iii. the company and the entity it controls, if any, have 50 or more employees at the end of the financial year

iv. associations incorporated under the state or territory associations’ incorporation laws, which specify that financial statements must be audited.

If an applicant does not fall into these categories, or audited financial statements are not available, the applicant should provide unaudited financial statements.

If the financial statements are audited, applicants must provide the auditor’s report and any management letters from the auditor.

To assist the Department in assessing financial viability, applicants should observe the following:

if the financial statements provided by the applicant are in a different name, or the accounting period has changed, a satisfactory explanation should be provided

if the applicant has recently merged with another organisation, the terms of the merger and ownership of assets and responsibility for liabilities should be provided


if assets are recorded in the balance sheet that are not owned by the applicant, for example, assets owned by the Commonwealth, the extent of that ownership and the value should be recorded in the notes to the accounts.

If the applicant has access to additional funds, documentary evidence should be included that substantiates:

a bank loan a line of credit access to financial support a guarantee.

If a guarantee is not from a bank, the guarantor should provide evidence of the capacity of the guarantor to honour the guarantee. This may take the form of financial statements.

4.4.3 Credentials Check

Further relevant information applicants should provide includes:

descriptions of any recent changes of substance in the applicant’s financial position not reflected in the most recent financial statements

details of any significant events, matters or circumstances that have arisen since the end of the last financial year that may significantly affect the applicant’s ability to conduct the proposed activities under Empowering YOUth Initiatives Round 2

a summary of any court actions, charges, liens or encumbrances affecting any assets of the applicant

the applicant’s ultimate holding entity, if any, their respective related corporations and their respective Directors, and any shares in the applicant, its ultimate holding entity and their respective related corporations

any other factors the applicant wishes to describe to support its demonstration of financial capacity.

For the purpose of conducting financial viability assessments, the Department may contact applicants to seek clarification of information received or obtained.

Existing Organisations

Existing organisations are defined as those in operation for at least 12 months. In assessing these organisations, the Department will examine existing financial records.

Where the existing financial capability of an applicant requires supplementation to conduct Empowering YOUth Initiatives Round 2, the applicant should also supply information of the kind identified for new organisations.

New Organisations

New organisations are defined as those in operation for less than 12 months. These organisations should provide independent supporting evidence of their financial capacity and start-up capital.

If a number of organisations group together to form a new entity, the newly incorporated entity will need to provide evidence from its constituent members of their commitment to its continuing financial viability. This may take the form of articles of association, Constitutions or guarantees. If the guarantor(s) is other than a bank or lending institution, the guarantor(s) should


provide evidence of capacity to honour the guarantee. This may take the form of financial statements.

Ultimate Holding Entity

If an applicant has an ultimate holding entity, the applicant should provide a copy of any guarantee or cross deed of indemnity from the ultimate holding entity, and financial statements and a completed financial summary table for the ultimate holding entity.

Trusts

If an applicant is associated with a trust and is applying as trustee for that trust, the applicant should provide a copy of the trust deed (with all amendments to the deed) and details of the relationships between the trust and any related organisations.

Other documents that may help the Department in assessing financial viability of trusts include:

financial statements for the trust and related organisations an explanation of loans and borrowings between the trust and its related organisations and

trusts.

If substantial monies from a trust are distributed, additional Funding Agreement conditions, such as a Deed of Financial Undertaking and/or Performance Guarantee, may be required by the Department in the Funding Agreement. In this instance, an applicant may also need to provide financial statements from the guarantor(s) unless a bank guarantee is provided.

If an applicant is associated with a family trust, the applicant should specify family trust assets and how those assets may be used to support the trust.

Group Applicants

If applying as a Group applicant, each member of the Group, including the lead member if applicable, must complete a separate Financial and Credentials Information and should provide supporting documentation relevant to their individual organisations.

Copies of deeds regulating the Group, including deeds of cross-guarantee, deeds of Partnership, constitutions, shareholders’ agreements and the like, should also be provided.

4.4.4 Subcontractors

If applicants wish to engage a subcontractor to perform part or all of the activities, applicants must ensure that each proposed subcontractor completes a separate Subcontractor Credentials Information Form and should provide supporting documentation relevant to the subcontractor’s organisation.

The proposed subcontractor must authorise the Department to undertake certain checks that involve the disclosing of personal information to other agencies and organisations, including the applicant.


CHAPTER 5 SELECTION CRITERIA AND REQUIRED INFORMATION

This chapter sets out the selection criteria against which the Department will assess applications for funding under Empowering YOUth Initiatives Round 2, as well as other information that applicants are required to include in their applications.

5.1 Stage 1 – Expression of Interest

5.1.1 Responding to the Expression of Interest Selection Criteria

In the Expression of Interest application (for Stage 1), applicants should describe their innovative activity or service designed to address the target group of youth who are at risk of long-term unemployment.

As part of the Expression of Interest, applicants should also provide the following details:

describe the target group that is the focus of their initiative nominate where the initiative will be delivered confirm the initiative is able to engage a minimum of 100 Participants over the funding

period, or provide an indicative number of Participants (note preference will be given in assessment to initiatives that have a minimum of 100 Participants over 2 years)

describe how you will source Participants nominate an indicative funding range up to $5 million (GST inclusive) provide details of whether the initiative has been previously been funded or is receiving

funding indicate if in-kind contributions will be received agree to collaborate with the Department for evaluation purposes if applicable, describe any partnerships or subcontracting arrangements for delivery initiative.


Stage 1Expression of

Interest

Two selection criteriaGroup Applicants (if applicable)Subcontractors (if applicable)Financial and Credentials Information FormSubcontractors Credentials Information Form (if applicable)Referee details

Shortlisted applicants

provided feedback and invited to attend

a Meeting

Stage 2Initiative Proposal

Only for shortlisted applicantsFour selection criteriaInitative BudgetReferee detailsUpdated forms from stage 1 if your business structure has changed.

Applicants are required to respond to the Expression of Interest Selection Criteria (see Section 5.1.2 ) and provide all other information required by these Grant Guidelines by completing the relevant sections and uploading ‘Supporting Documents’ in 360Pro:

Selection Criteria Financial and Credentials Information Form, and any requested documents.

More information about the ‘Supporting Documents’ is at Appendix C.

Applicants should be aware that under the Draft Funding Agreement, the Department has discretion to not make a payment or recover funding already paid where a successful applicant already receives funding from another source to conduct the same or similar activities that form all or part of the applicant’s initiative.

5.1.2 Expression of Interest Selection Criteria

Criterion 1

Describe your proposed initiative and the challenges faced by young people aged 15-24 years that your initiative will aim to address.

Weighting: 40 per cent

Character limit: up to 8000 (for this criterion)

Guidance:

Outline which employers/stakeholders you propose to collaborate with for the purposes of your initiative and how you will leverage relationships and networks to provide more innovative services and interventions to young people, including through existing partnerships and new partnerships.

Describe your organisation’s experience and capacity to deliver the proposed initiative to young people.

What does success look like for Participants in your initiative? For example, what are the expected outcomes for Participants in your initiative?

How does your proposed initiative contribute to the overarching objective of helping young people into work? For example, (but not limited to) how will your proposed initiative:

a. prevent a young person from becoming long-term unemployed

b. address barriers, including very complex and multiple barriers, to young people getting a job in the first place, and/or

c. assist targeted young people in securing employment and sustaining employment once they do get a job.

Note: Initiatives can address a, b, c or any combination of the above.


Criterion 2

Describe how your proposed initiative is innovative. What is new or different about your proposed initiative compared to services currently being delivered to address the challenges faced by the young people you are targeting?


Character Limit: up to 4000 (for this criterion)

5.2 Stage 2 – Initiative Proposal

5.2.1 Responding to Initiative Proposal Selection Criteria

Stage 2 will only be open to applicants shortlisted from Stage 1. Shortlisted applicants will submit the Initiative Proposal for assessment by the Department in Stage 2.

In the Initiative Proposal, applicants should expand on the initiative they proposed in their Expression of Interest. The Department will assess projects for Empowering YOUth Initiatives Round 2 based on applicants’ Initiative Proposals.

If any shortlisted applicant develops their Stage 2 Initiative Proposal application from the original Stage 1 Expression of Interest application and the development results in a change to the business structure, the applicant must resubmit the applicant Information, the Financial and Credentials Information form, and, if applicable, the Subcontractor Credentials Information form.

As part of the Initiative Proposal, applicants must confirm the following information in relation to the initiative:

the proposed initiative name eligibility requirements for people who will participate in the initiative the number of Participants that will be engaged through the initiative location and site details length of the initiative period of time Participants will be engaged/supported the stakeholders involved in the initiative (if applicable) and their role whether you are applying as a Group applicant use of subcontractors provide details of whether the initiative has been previously been funded or is receiving

funding provide details of any developments to the initiative from the original Expression of Interest

submission.

Note: An initiative in Stage 2 cannot be fundamentally different from the initiative described in Stage 1.

To submit an Initiative Proposal, applicants must submit the online forms through 360Pro and provide any other information required by the Department. The following forms are provided as ‘Supporting Documents’ in 360Pro (more information about the ‘Supporting Documents’ is at Appendix C):

Selection Criteria Initiative Budget


Financial and Credentials Information (if applicable) Subcontractors Credentials Information Form (if applicable).

5.2.2 Initiative Proposal Selection Criteria

These criteria should only be responded to by applicants shortlisted to participate in Stage 2 – Initiative Proposal.

Criterion 1

Describe your proposed initiative and the challenges faced by young people aged 15-24 years that your initiative will aim to address.



Guidance:

Include information from the initial Expression of Interest submitted at Stage 1 and any refinements to your initiative developed during Stage 2.

Criterion 2

Describe how your proposed initiative is innovative. What is new or different about your proposed initiative compared to services currently being delivered to address the challenges faced by the young people you are targeting?



Guidance:

Describe how your proposed initiative is innovative. What is unique, new or different about your proposed initiative compared to the services currently being delivered by you or other service providers in the proposed locations?

Criterion 3

The service delivery.


Character limit: up to 22,400 (for this criterion)

Guidance: applications are required to provide:

a detailed project schedule/timeline outlining the steps required for the initiative including from preparation to commencement. Note: The detailed project schedule/timeline must be uploaded with the Applicant’s submission in the 360Pro system. The project schedule/timeline should be approximately two pages in length.

the expected start-up period for Participants to commence in the initiative. the objectives of the initiative. a description of the services or activities that will be provided to Participants throughout the

initiative, for example what services will Participants receive at their commencement, at each stage of the initiative and upon completion including the length of each stage.


the service providers and/or community organisations that Participants will have access to and the length of this support. For example drug and alcohol counselling; mental health services, etc.

the expected outcomes for Participants. For example, individual or group outcomes for Participants throughout the initiative.

details of how Participants will be recruited and engaged and the strategies to do this. how many staff will be involved in your initiative including the proposed roles, qualifications

and experience of staff? how staff will be recruited and how many staff will be recruited? details of other individuals to support your initiative. For example, volunteers or mentors. the employer/stakeholder engagement strategies in place to support the initiative. the three main risks for the initiative and how this risk will be mitigated. any additional information that supports your application.

Criterion 4

Governance and Evaluation


Character limit: up to 8,000 (for this criterion)

Guidance:

Describe your organisation’s governance structure including risk management and reporting frameworks.

How will your organisation’s management and governance arrangements drive performance and quality service delivery? For example does your organisation intend to have:o a good set of measurement tools across all areas of operationo effective planningo effective process for identifying issues and mitigating risks that may affect initiative

delivery Describe your organisation’s evaluation capability and describe any past experience in

implementing or undertaking similar evaluations. Provide details of an existing data management system that you have that can capture

information on each Participant as required by the Department. Alternatively, provide strategies to capture this information.

5.3 Budget

As part of the Stage 2 Initiative Proposal, shortlisted applicants must submit a completed initiative budget form (GST inclusive) outlining:

the administration and initiative-specific costs funds, or in-kind contributions from other sources a per-Participant spend figure.

5.4 Referees

Applicants in Stage 2 must provide details of at least one referee, and up to two referees, who are able to verify the applicant’s claims in their application for their initiative. This includes claims


made in response to selection criteria, particularly in relation to the services and/or activities that the applicant has previously provided for young people and how they relate to the initiative.

Throughout the application assessment process, Departmental staff will seek to confirm the claims made by applicants in their responses to the selection criteria. This will include ensuring that applicants have strong connections to relevant organisations that will support the delivery of the initiative.

The Department may contact any party, even if that party has not been nominated by an applicant as a referee, to confirm claims made in an application. For example, if an applicant has provided related activities to another organisation but does not nominate them as a referee, the Department reserves the right to contact that organisation.

Current employees of the Department cannot be a referee for an applicant.


CHAPTER 6 LEGAL AND OTHER MATTERSThis chapter provides information on legal and privacy matters.

Each applicant should ensure that it has complied with all relevant laws and with Government policy in preparing and lodging its application and taking part in Empowering YOUth Initiatives Round 2 grants process.

6.1 Privacy

In administering Empowering YOUth Initiatives Round 2, the Department is bound by the provisions of the Privacy Act 1988 (Cth) (the Privacy Act) including the Australian Privacy Principles contained in Schedule 1 of the Privacy Act. The Privacy Act regulates the handling of personal information (including sensitive information) of individuals by government agencies and certain private sector organisations, including the collection, storage, use and disclosure of that information.

The Australian Privacy Principles in the Privacy Act that apply to the Department will also apply to successful applicants who enter into a Funding Agreement with the Department. Applicants will be required under the Funding Agreement to ensure that they and their agents comply with the Australian Privacy Principles. Successful applicants will also be required to impose the same privacy obligations on any subcontractor(s) it engages to perform all or any part of Empowering YOUth Initiatives Round 2.

6.2 Discrimination

The Empowering YOUth Initiatives Round 2 will be administered in a way that supports the principle of non-discrimination.

Under the National Disability Strategy 2010-2020, barriers which prevent people with disabilities having access to projects and services must be removed.

Empowering YOUth Initiatives Round 2 organisations will be subject to the provisions of the following Acts, which are designed to prevent discriminatory practices:

Racial Discrimination Act 1975 Sex Discrimination Act 1984 Australian Human Rights Commission Act 1986 Disability Discrimination Act 1992.

6.3 Working with Children

Empowering YOUth Initiatives Round 2 applicants will be required to arrange and pay for all checks in respect of all persons, including their employees, subcontractors and Participants, who will participate in each initiative and interact with children as set out in the Draft Funding Agreement.

As relevant to the location of each initiative, Empowering YOUth Initiatives Round 2 organisations will be required to comply with any other conditions in relation to the person’s participation in the initiative, as specified in the following Acts:


a) Child Protection (Working with Children) Act 2012 (NSW)b) Working with Children (Risk Management and Screening) Act 2000 (Qld)c) Working with Children (Criminal Record Checking) Act 2004 (WA)d) Working with Children Act 2005 (Vic)e) Children’s Protection Act 1993 (SA)f) Working with Vulnerable People (Background Checking) Act 2011 (ACT)g) Care and Protection of Children Act 2007 (NT)h) Registration to Work with Vulnerable People Act 2013 (TAS)i) any other legislation that provides for the checking and clearance of people who work with

children.

6.4 Freedom of Information

Applicants should be aware that all documents created or held by the Department, its funding recipients, contractors and subcontractors that conduct activities or provide services to the public or third parties on behalf of the Department are subject to the Freedom of Information Act 1982 (FOI Act). Unless there is an exemption under the FOI Act to restrict disclosure of a document, it may be made available, if requested under the FOI Act.

6.5 Fraud

Empowering YOUth Initiatives Round 2 organisations and their personnel, subcontractors and agents must not engage in fraudulent activity in relation to their Funding Agreement.

Empowering YOUth Initiatives Round 2 organisations will be required to notify the Department of any suspected fraud as soon as they become aware of the suspected fraudulent activity.

Empowering YOUth Initiatives Round 2 organisations must take all reasonable steps to prevent fraud upon the Commonwealth in relation to the services.

Empowering YOUth Initiatives Round 2 organisations should be aware that the Criminal Code Act 1995 (Cth) provides that offences involving fraudulent conduct against the Commonwealth are punishable by penalties including imprisonment.

The Department will monitor compliance matters such as fraud, wrongdoing, discrimination and other potential breaches of the Funding Agreement and raise any concerns with Empowering YOUth Initiatives Round 2 organisations in a timely manner. This is supported by ongoing review, contract management and regular and discrete Programme Assurance activities.

6.6 Other Matters

6.6.1 Professional Advice and Future Matters

In applying for funding under Empowering YOUth Initiatives Round 2, potential applicants should obtain their own legal, business and other professional advice on, and in relation to the Empowering YOUth Initiatives Round 2 grants process and its requirements.

6.6.2 Confidential Information

Each applicant must identify what information provided in their application (and any attachments) it considers confidential. Where an applicant has identified information as confidential, the


Department will, subject to that information being of an inherently confidential nature, and subject to the following, treat that information confidentially.

The Department will not be taken to have breached any obligation to keep information provided by applicants confidential to the extent that the information:

is disclosed by the Department to the Commonwealth’s advisers, officers, employees, contractors or subcontractors in order to conduct Empowering YOUth Initiatives Round 2 grants process or to prepare and manage any resultant Funding Agreement

is disclosed to the Department’s internal management personnel, solely to enable effective management or auditing of Empowering YOUth Initiatives Round 2 grants process

is disclosed by the Commonwealth to the responsible Minister or his/her staff is disclosed by the Commonwealth in response to a request by a House or a Committee of the

Parliament of the Commonwealth of Australia is shared by the Department within the Department’s organisation, or with another Australian

Government department or agency, where this serves the Australian Government’s legitimate interests

is authorised or required by law to be disclosed is disclosed for annual reporting purposes and/or is in the public domain otherwise than due to a breach of the relevant obligations of

confidentiality.

The Department will only keep information contained in, or obtained or generated in performing, any Funding Agreement entered into with the successful applicant confidential in accordance with the terms of the Funding Agreement.

If a Funding Agreement is entered into, the Department is also subject to legislative and policy requirements that oblige it to disclose certain information in, or in relation to, the Funding Agreement, including publishing, on the Department’s website, information on individual grants no later than 14 working days after the Funding Agreement for the grant takes effect5.

6.6.3 Conflict of Interest

Where an applicant considers that a conflict of interest exists or might arise in relation to the applicant conducting the activities under the Funding Agreement, the applicant must identify the actual or potential conflict of interest and disclose this to the Department. A conflict of interest may exist, for example, if the applicant, or any of its personnel, has a relationship (whether professional, commercial or personal), with a person who is able to influence the grants process such as a Departmental employee.

Each applicant will be required to declare in the Applicant Declaration tab in 360Pro that, to the best of its knowledge, there is no conflict of interest that would prevent the applicant from proceeding with the response or any Funding Agreement it may enter into with the Department.

If at any time during Empowering YOUth Initiatives Round 2 grants process or prior to entering into a Funding Agreement with the Department, an applicant considers that an actual or potential conflict of interest arises or may arise for them, that applicant must immediately notify the Department in writing.

5 As required under rule 5.3 of Part 1 (Mandatory Requirements) of the Commonwealth Grants Rules and Guidelines.


If a conflict of interest, whether actual, potential, or perceived, is identified, either by an applicant or by any other means, the Department may at its discretion take any action it considers appropriate to manage the conflict of interest, which may include excluding the relevant application from further consideration.

6.6.4 Improper Influence

Applicants and their officers, employees, agents or advisers:

must not, and must not attempt to, improperly influence any employee of the Government in connection with the assessment of applications under this Empowering YOUth Initiatives Round 2 grants process

must not have violated, and must not violate, any applicable laws or Australian, state or territory government policies regarding the offering of inducements, so far as those laws or policies may be relevant to the preparation of the application.

6.6.5 Improper Assistance

In preparing their application for funding under Empowering YOUth Initiatives Round 2, applicants must not use information or assistance obtained from a current or former officer or employee of the Australian Government:

in circumstances that are contrary to the Communication Protocol, available at Appendix B or on the Employment Services Procurement Information website (www.employment.gov.au/employment-services-procurement-information)

in circumstances that constitute a breach of the Crimes Act 1914 (Cth), the Public Service Act 1999 (Cth), the Public Service Regulations 1999 (Cth)

in breach of an obligation of confidentiality or fidelity.

6.7 The Department’s Rights and Liabilities

The Department will not be responsible in any circumstance for any costs or expenses incurred by any applicant or any other party arising from an applicant’s participation in Empowering YOUth Initiatives Round 2 grants process.

Neither the Department nor its officers, employees or advisers will be liable, in relation to the Department’s conduct under or in relation to Empowering YOUth Initiatives Round 2 grants process, to any applicant or anyone else on the basis of any legal or equitable rights, however based, as a consequence of any matter or thing relating, or incidental, to the participation of an applicant or anyone else in Empowering YOUth Initiatives Round 2 grants process.

Applicants that submit an application are not guaranteed to be awarded a Funding Agreement.

No contractual or other legal relationship will arise between the Commonwealth and any applicants, nominated subcontractor or anyone else until a Funding Agreement is executed by the Department and the Funding Recipient.

The Department may, at its sole discretion and at any stage of Empowering YOUth Initiatives Round 2 grants process, including during or after the assessment process:

vary Empowering YOUth Initiatives Round 2 grants process, including the timing and processes referred to in these Grant Guidelines



vary the content of these Grant Guidelines, or any documents relating to Empowering YOUth Initiatives Round 2 grants process or the Draft Funding Agreement

forward any additional information or clarification of the meaning of the content of these Grant Guidelines on a non-attributable basis

shortlist applicants, including applicants that have nominated subcontractors obtain clarification or additional information from applicants, nominated subcontractors or

anyone else and use any such information for the assessment of the application negotiate with one or more applicants, including with or without short listing, or discontinue

negotiations contact nominated subcontractors directly and seek further information from them in relation to

any matters, including their capacity to conduct Empowering YOUth Initiatives Round 2 on behalf of potential applicants who have nominated them

impose conditions on applicants that have nominated subcontractors that the Department considers necessary or appropriate

reassess any application in whole, or in part, at any stage where the Department considers that an applicant or nominated subcontractor may not be able to conduct the proposed initiative(s)

vary the assessment process to conduct a further assessment phase require an applicant to provide details of a substitute subcontractor for any nominated

subcontractor remove any application from consideration where, in the opinion of the Department, Empowering

YOUth Initiatives Round 2 grants process allows for the exclusion of an application terminate, suspend or abandon Empowering YOUth Initiatives Round 2 grants process if it

considers that no applications offer value for money in accordance with the terms and conditions of this grants process, or the Department otherwise determines that it is in the public interest to terminate or abandon the grants process.

If an applicant is placed under external administration, becomes insolvent, or otherwise loses the capacity to enter into a Funding Agreement with the Department, the Department may, at its discretion, exclude the application from further consideration.

The Department:

is not obliged to fund any proposed initiative(s) from the applicant does not guarantee or represent that any proposed initiative(s) will be funded may at any time fund proposed initiative(s), in any way and from any person, and on such terms

and conditions as the Department thinks fit.

6.7.1 Ownership of Submitted Applications

All applications submitted to the Department become the property of the Department once lodged. Subject to the provisions above regarding confidential information, the Department may deal with those applications as it sees fit.

6.7.2 Offers to Remain Open

Any application submitted to the Department under the grants process for Empowering YOUth Initiatives Round 2 will remain open for a period of 12 months after the Stage 2 closing date and time, or until receipt by the applicant of notification from the Department that its application was unsuccessful, whichever is the earlier.


6.7.3 Material Changes

Following lodgement of an application, an applicant must notify the Department in writing if there occurs at any time during the assessment process:

an event that has the effect of materially altering either the composition or control of the applicant or the business of the applicant from that stated in its application, or

any material change to the compliance status of the applicant against these Grant Guidelines, or any material change to the proposed basis on which the applicant proposes to provide the

initiative(s) or have access to the necessary and appropriate skills, resources, nominated key personnel, nominated subcontractors/Consortium members/partners or corporate, legal or financial backing to provide those initiative(s).

If the Department receives notice of a material change, the Department may at its discretion allow for the change to be taken into account as part of its assessment of the application or may exclude the application from further assessment. The applicant must provide all necessary information to the Department in response to any request made under this section.


CHAPTER 7 HOW TO LODGE AN APPLICATIONThis chapter provides applicants with information they will need to successfully lodge their application for funding under Empowering YOUth Initiatives Round 2.

7.1 Conditions of Lodgement

7.1.1 Responsibility of Applicants

For Stage 1, applicants are responsible for ensuring they have:

read the entire Grant Guidelines read any additional information the Department may provide on its websites and any addenda

issued, and ensure they understand any other circumstances that may have an effect on their application

made their own independent assessment and investigations, and, if necessary, obtained their own legal, business or other professional advice on the application process

submitted their application for Stage 1 through 360Pro6 by the closing date and time submitted a complete, accurate application which provides sufficient information kept a copy of their application and any attachments for their own records.

For Stage 2, applicants, who are shortlisted from Stage 1, are responsible for ensuring they have:

attended a Meeting with the Department if they wish to do so read the entire Grant Guidelines read any additional information the Department may provide on its websites and any addenda

issued, and ensure they understand any other circumstances that may have an effect on their application

made their own independent assessment and investigations, and, if necessary, obtained their own legal, business or other professional advice on the application process

submitted their application for Stage 2 through 360Pro by the Stage 2 closing date and time in accordance with these Guidelines

submitted a complete, accurate application which provides sufficient information for the Department to assess it against the selection criteria

kept a copy of their application and any attachments for their own records.

Applicants must not make false or misleading statements in their application, and must answer all questions honestly and completely. Giving false or misleading information is a serious offence. The Department reserves the right to exclude any application from further consideration where it is satisfied the applicant has made a false or misleading statement in the application.

7.1.2 Application Lodgement

Applications must be lodged electronically. Applications submitted by any other means, (including by hand, courier, post, facsimile or email) will not be accepted.

6 See 360Pro Reference Guide for more information


Potential applicants must:

prepare a legible application, in English using the ‘Supporting Documents’ provided on 360Pro ensure all references to currency are expressed in Australian dollars and all references to

measurements are in Australian legal units of measure take all steps to ensure that their application is free from anything that might reasonably affect

useability, or the Department's computing environment ensure their application complies with all file type, format, naming conventions, size limitations or

other requirements ensure their application is lodged through 360Pro.

Any application that does not comply with the above may be excluded by the Department from further consideration.

Note: Applicants should allow sufficient time to complete the lodgement of their application prior to the closing date and time.

7.2 Closing Date and Time

For Stage 1, applicants must lodge their completed application through 360Pro before the closing date and time 5.00 pm (Canberra time), Friday 28 October 2016. Applications received after the closing date and time will not be accepted unless the delay is due solely to the mishandling by the Department.

For Stage 2—Initiative Proposal:

Group 1—Victoria, Western Australia and South Australia applications must be lodged through 360Pro before the closing date and time 5.00 pm (Canberra time), Monday 5 December 2016.

Group 2—New South Wales and Australian Capital Territory applications must be lodged through 360Pro before the closing date and time 5.00 pm (Canberra time), Monday 12 December 2016.

Group 3—Queensland, Northern Territory and Tasmania applications must be lodged through 360Pro before the closing date and time 5.00 pm (Canberra time), Monday 19 December 2016.

Any attempt to lodge an application after the closing date and time will not be permitted.

Note: Applicants should aim to lodge their application early, to allow time to resolve any technical or other issues.

Where an applicant commences electronic lodgement of an application but does not submit the application before the closing date and time, the application will not be considered by the Department. Any conditions or advice set out on the 360Pro website, or otherwise provided by 360Pro, that suggest a position to the contrary do not apply.

7.3 360Pro

360Pro is the tool the Department is using for the submission of applications.

Potential applicants should read the 360Pro Reference Guide available in the ‘Supporting Documents’ section of the ‘Job Info’ tab in 360Pro.

360Pro allows potential applicants to download the relevant documentation relating to Empowering YOUth Initiatives Round 2 grants process and upload their application.


If the Department amends this document, including its terms, requirements or the process referred to in the Grant Guidelines prior to the closing date and time, the Department will issue advice to potential applicants via 360Pro. Addenda will only be available on the 360Pro website, so only potential applicants that have registered with 360Pro for the grants process will be provided with details of any alteration, correction or notice in relation to the Grant Guidelines.

7.3.1 Proof of Lodgement of Application

When applications have been submitted, an official receipt is emailed. Applicants should save and print this receipt as proof of lodgement. Failure to receive a receipt means lodgement of the application has not completed successfully.

7.3.2 Changing or Withdrawing Applications

Prior to the application closing date and time, applicants can re-open their submitted applications to make any changes. In order to be considered for funding, applicants must resubmit their amended application. Note that when re-opening an application it will no longer be considered as submitted. Applicants must click on the submit button again to re-submit the amended application.

Only applications with a status of “submitted” will be considered by the Department.

Applicants can withdraw from the process by re-opening their applications and not resubmitting them.

7.3.3 Unintentional Errors of Form

If the Department considers, in its sole discretion, that there are unintentional errors contained in an application, the Department may request the applicant to correct or clarify the error, but will not permit any material alteration or addition to the application.

Unintentional errors of form might include, for example, situations where the Department considers the Applicant has made a typographical error.

7.3.4 Attachments

The Department will not accept any attachments submitted with an application with the exception of those documents specifically requested by the Department.


APPENDIX A GLOSSARYPlease refer also to the definition clause in the Draft Funding Agreement. In the event of any inconsistency, the definitions in the Draft Funding Agreement take precedence over terms defined in this glossary.

360Pro The electronic website and mailbox system used for accessing the purchasing process documentation and the submission of applications.

Commonwealth The Commonwealth of Australia and includes officers, delegates, employees and agents of the Commonwealth of Australia.

Community Development Programme

Means the Commonwealth programme of that name, or such other name as advised by the Department of Prime Minister and Cabinet from time to time, which was formerly known as the ‘Remote Jobs and Communities Programme’.

Consortium Means a group of two or more entities, however constituted, other than a Partnership, which have entered into an arrangement for the purposes of submitting an application for funding, and which may have appointed a lead member of the group with authority to act on behalf of all members of the group.

Department Means the Department of Employment and includes any department, agency or authority of the Commonwealth which is, from time to time, responsible for administering the Funding Agreement.

Disability Employment Services

The services provided under the Disability Employment Services Deeds administered by the Department of Social Services.

Draft Funding Agreement The Draft Funding Agreement issued under these Grant Guidelines (see A p p en d ix D ).

Employment Services Includes services provided by: Transition to Work ParentsNext jobactive Disability Employment Service the Community Development Programme Work for the Dole New Enterprise Incentive Scheme Harvest Labour Services National Harvest Labour Information Service, and PaTH (once established).

Employment Services Procurement Information website

www.employment.gov.au/employment-services-procurement-information.


Employment Services Purchasing Hotline (the Hotline)

The Hotline is the primary means of contact during Empowering YOUth Initiatives Round 2 grants process and can be contacted on 1300 733 514 (Monday to Friday, 9.00 am to 5.00 pm Canberra time, excluding ACT and national public holidays) or via [email protected].

Expression of Interest application

Means the Stage 1 Expression of Interest for Empowering YOUth Initiatives Round 2.

Freedom of Information (FOI)

The right of Australians to information in the possession of the Government, as provided under the Freedom of Information Act 1982 (Cth), limited only by exemption provisions as set out in the legislation.

Grant Guidelines Means these Grant Guidelines for Empowering YOUth Initiatives Round 2.

Group applicant A group of two or more entities however constituted which have applied for funding under the grants process and includes a Consortium, Joint Venture, Partnership or any other form of alliance.

Initiative Proposal Means the Stage 2 Initiative Proposal for Empowering YOUth Initiatives Round 2.

jobactive The current Australian Government programme of that name that provides Employment Services to Job Seekers to help them obtain employment.

jobactive provider An entity contracted by the Commonwealth to deliver services under the jobactive Deed 2015-2020 or jobactive Deed 2015-2020 - Work for the Dole Coordinator, including:

Employment Providers Work for the Dole Coordinators New Enterprise Incentive Scheme Providers Providers of Harvest Labour Services Providers of the National Harvest Labour Information Service.

Joint Venture A business enterprise in which two or more legal entities enter into a temporary Partnership through the use of a Joint Venture agreement for the purpose of conducting Empowering YOUth Initiatives Round 2.

Meetings Means the Stage 2 Meetings for Empowering YOUth Initiatives Round 2.

Own organisation of a jobactive provider or Transition to Work provider

Means a jobactive provider or Transition to Work provider or that part of the jobactive provider or Transition to Work provider that delivers services under the jobactive Deed 2015–2020, jobactive Deed 2015–2020, Work for the Dole Coordinator or Transition to Work Deed 2016–2020.

Participant Means a person between 15 and 24 years of age (inclusive) who has been unemployed for 12 months or more, or is at risk of being long-term unemployed and participating in an initiative.


Partnership An agreement entered into by two or more legal entities in which each agrees to provide a part of the capital and/or labour for a business enterprise, and by which each shares a defined proportion of profits and losses.

Probity Refers to procedural integrity of the grants award process, underpinned by the quality of, and adherence to, published process documentation, the evaluation processes used to ensure that there is objective and consistent evaluation at each phase, by appropriately qualified and trained evaluators, and decision-making in accordance with all legal requirements.

Related Entity Means:(a) those parts of a jobactive provider or Transition to Work Provider

other than the Own organisation of the jobactive provider or Transition to Work Provider

(b) ‘entities connected with a corporation’ as defined in section 64B of the Corporations Act 2001 (Cth) with the word ‘jobactive provider’ or ‘Transition to Work Provider’ substituted for every occurrence of the word ‘corporation’ in that section

(c) an entity that:(i) can control, or materially influence, the jobactive provider’s

or Transition to Work Provider’s activities or internal affairs(ii) has the capacity to determine, or materially influence, the

outcome of the jobactive provider’s or Transition to Work Provider’s financial and operating policies, or

(iii) is financially interested in the jobactive provider’s or Transition to Work Provider’s success or failure or apparent success or failure

(d) if the jobactive provider or Transition to Work Provider is a company, an entity that:

(i) is a holding company of the jobactive provider or Transition to Work Provider

(ii) is a subsidiary of the jobactive provider or Transition to Work Provider

(iii) is a subsidiary of a holding company of the jobactive provider or Transition to Work Provider

(iv) has one or more directors who are also directors of the jobactive provider or Transition to Work Provider, or

(v) without limiting clauses (d)(i) to (iv) of this definition, controls the jobactive provider or Transition to Work Provider, or

(e) an entity, where a familial or spousal relationship between the principals, owners, directors, officers or other like persons exists between that entity and the principals, owners, directors, officers or like persons of the jobactive provider or Transition to Work Provider.


Transition to Work Provider Any entity contracted by the Commonwealth to provide Transition to Work services under the Transition to Work Deed 2016-2020.


APPENDIX B COMMUNICATION PROTOCOLThis communication protocol has been established to support Empowering YOUth Initiatives Round 2.

The purpose of this protocol is to establish procedures to minimise the risk of any improper practice occurring that could influence the Probity of the grants process.

These procedures also make provision for addressing any allegation of such impropriety.

Those who may be in positions that the public could perceive as having the power to influence the operation of the grants process have been identified as, including:

employees of the Department Ministers, Parliamentary Secretaries and their staff Parliamentarians, whether Commonwealth, state or territory existing jobactive providers, Transition to Work Providers and industry groups anyone else directly or indirectly involved in the application process acting for the Department or

with access to information about the Department’s activities that is not generally known (that is, those with ‘inside’ information).

The following procedures have been adopted to minimise the risk of any inappropriate influence on the grants process and must be adhered to.

Contact with Portfolio Ministers

During the grants process, Portfolio Ministers will continue to interact with relevant stakeholders for business-as-usual, meetings, conferences and social activities.

However, during these interactions, the only information, if any, that can be provided about the grants process will be limited to information that is already available in the public arena. Applicants and potential applicants must not seek to elicit or obtain from Portfolio Ministers, or their staff, any information concerning the grants process that is not already available in the public arena.

The grants process will be conducted by the Department with all decisions made by the Department in accordance with the approved delegation.

Contact with the Department

During the grants process, the Department will continue to interact with relevant stakeholders as a part of its ongoing business (on a business-as-usual basis), including continuing any regular discussions with a range of interest groups and industry representative bodies.

At these business-as-usual interactions, any discussions relating to the grants process, however, will not be permitted. The following principles will apply:

all applicants will only use the process set out in the Grants Guidelines to contact the Department for the purpose of querying or clarifying any aspect of the grants process

the Department will not consider unsolicited references or submissions on behalf of applicants outside those provided for in the grants process


applicants or other persons with an interest in the grants process must not enter into discussions with, or otherwise engage in any activity with the Department, persons directly or indirectly involved in the grants process acting for the Department, and other persons who have been identified as being in positions of potential influence over the operation of the grants process. Further, the Department will not enter into discussions or otherwise engage in any activity with applicants, or such other persons with an interest in the grants process, where this could be perceived as influencing the operation of the grants process

views on an individual applicant or applicants must not be expressed to the Department in a way that could be perceived as an attempt to influence the Department to favour, or disfavour, any applicant

details of any approaches by or on behalf of an individual applicant or applicants will be fully documented

communications or conduct suspected of involving a breach of this communication protocol or of the grants process, including any suspected illegality will be investigated and may be taken into account during the assessment process.

Information

Except as provided in funding documentation published by the Government:

no applicant will be provided with information about the grants process (including any policy matters relevant to or affecting the process)

no applicant will receive information about the decision-making processes.

Further, the following principles will guide the Department in communicating with applicants:

no applicant will receive any information in advance of it being made available generally to applicants

no applicant will receive more information than is publicly available data relating to an individual applicant will only be made available to the applicant to which the

data relates, except when the data is used for the purposes of the grant or Funding Agreement management and associated activities such as auditing

where, in the opinion of the Department, information provided to one applicant should be made available to all applicants, that information will be distributed on the E m p l oy m e n t Serv i ces Procurement Information website (www.employment.gov.au/procurement) on a non-attributable basis.

Further Information on grants process arrangements

The Employment Services Purchasing Hotline (the Hotline) is the primary means of contact during the grants process, and can be contacted on 1300 733 514 (Monday to Friday, 9.00 am to 5.00 pm Canberra time, excluding ACT and national public holidays) or via Employment Services Purchasing Hotline ([email protected]).

In order to ensure the Probity of the grants process, the Hotline cannot provide interpretation or advice on how to respond in their application, or provide information that is not contained in the Grant Guidelines, unless that information is otherwise publicly available. Applicants should note that, during a call to the Hotline, they may be asked to put their question in writing and send it to the above email address.


The website, Hotline and email address are the primary mechanisms for communication matters relating to the grants process. All persons are required to refer or direct any grants process-related enquiries to the Hotline, website or email address.


APPENDIX C 360PRO AND SYSTEM REQUIREMENTS

360Pro and System Requirements - Frequently asked questions

What is 360Pro?

360Pro is the tool the Department is using for the release of Empowering YOUth Initiatives Round 2 Grant Guidelines. 360Pro is also the tool that applicants use to submit their applications. Potential applicants must complete all relevant sections in 360Pro. Potential applicants must also download, complete and upload any application forms required to the relevant tabs in 360Pro.

How do I access 360Pro?

The Department’s 360Pro website is: (www.tinyurl.com/360Pro-employment).

Are there instructions on how to use 360Pro?

The 360Pro Reference Guide contains instructions on:

how to register for 360Pro and download the Grant Guideline documents how to complete and submit an application.

The Guide is located together with the application forms on the ‘Job Info’ tab in 360Pro. It can also be found on the E m p l o y m e n t Servi c es P r o cu r e m ent I n f o r m ati o n website (employment.gov.au/procurement).

Where are the forms that must be downloaded?

After the user has logged into 360Pro they can find the application forms on the ‘Job Info’ tab together with the Grant Guidelines and the 360Pro Reference Guide. Users must download all of the forms and save them on their local or network drive using the file naming convention discussed in this document. Once completed, these forms need to be uploaded to the corresponding tabs in 360Pro. The application forms to be uploaded include the following:

For Stage 1—Expression of Interest Selection Criteria Group Applicants (if applicable) Subcontractors (if applicable) Financial and Credentials Information Form and any requested documents. Subcontractors Credentials Information Form (if applicable) and any requested documents.

For Stage 2—Initiative Proposal (shortlisted applicants only) Selection Criteria Initiative Budget

The following forms need to be resubmitted for Stage 2 if the applicant’s business structure has changed since the submission of Expression of Interest application (Stage 1):

Subcontractors (if applicable) Group Applicants (if applicable) Financial and Credentials Information Form and any requested documents, and


http://www.tinyurl.com/360Pro-employment

Subcontractor Credentials Information Form (if applicable) and any requested documents.

Where a character limit has been specified for a selection criterion, the inclusion of the text beyond the limit will not be considered under the assessment process.

How are application forms required to be completed?

Applicants should complete relevant sections in 360Pro and download all documents contained in 360Pro including the forms that must be completed. Applications must be submitted using the forms supplied on the ‘Job Info’ tab of 360Pro. Read each section carefully and complete all relevant questions. The onus is on the applicant to ensure that information submitted is correct.

All forms should be completed and submitted in their original format as the information provided in these forms will be electronically extracted.

Group Applicants Form (PDF Form): Required where a group of two or more entities however constituted have applied for funding and includes a Consortium, Joint Venture, Partnership or any other form of alliance.

Selection Criteria Form (PDF Form): The applicant is required to address the Selection Criteria for Stage 1 and where shortlisted Stage 2. A different form will be provided for each stage. Applicant responses to each Selection Criteria must be within the character limits indicated in the forms.

Subcontractors Form (PDF Form): The purpose of this form is to obtain a list of organisations being considered as a subcontractor for the potential provision of Empowering YOUth Initiatives.

Financial and Credentials Information Form (Excel Form): The purpose of this form is to obtain information to assess, in the opinion of the Department, the applicants entity’s credentials and financial viability. Please refer to Page 1 of the Financial and Credentials Information Form for more information and the instructions on how to complete the form.

Subcontractor Credentials Information Form (Excel Form): The purpose of this form is to obtain information to assess, in the opinion of the Department of Employment, the proposed subcontractor’s credentials.

This form should only be submitted if the applicant is proposing to use subcontractors in delivering Empowering YOUth Initiatives Round 2.

Initiative Budget (PDF Form): The applicant is required to complete this form outlining budget items divided between administration and initiative-specific outlays on Participants and the share of funds, if any, the organisation will provide from other sources. The budget must provide a per-Participant spend figure.

Applicants may submit one innovative proposal worth up to $5 million dollars (GST inclusive) for assessment. A separate Initiative Budget file should be saved using the recommended file naming convention and uploaded in 360Pro.

How do I know if there are addenda issued and how do I access them?

If any addenda are issued, applicants will receive notification to the email address registered in 360Pro. The Addenda can be found at the ‘Job Info’ tab of 360Pro. If an addendum is issued after the submission of the application a notification email will be sent to advise of the addenda.

Where do I upload my forms?


Once application forms found on the ‘Job Info’ tab are completed, they are ready to be uploaded to the appropriate tab in 360Pro.

To upload Stage 1 forms:

Upload the Group Applicants form on the Applicant Details tab. Upload the Selection Criteria on the Selection Criteria tab. Upload the Subcontractors form, the Subcontractor Credentials Information form and any

information requested by this form on the Subcontractors tab. Upload the Financial and Credentials Information Form and any information requested by this

form on the Financial Viability tab.

To upload Stage 2 forms:

Upload the Selection Criteria on the Selection Criteria tab. Upload the Initiative Budget on the Initiative Budget tab. Upload the Group Applicants form on the Applicant Details tab Upload the Subcontractors form, the Subcontractor Credentials Information form and any

information requested by this form on the Subcontractors tab. Upload the Financial and Credentials Information Form and any information requested by this

form on the Financial Viability tab.

The Group Applicants Form, Subcontractors Form, Subcontractor Credentials Information Form and Financial and Credentials Information Forms should only be resubmitted if the applicant’s business structure has changed since the Expression of Interest application was submitted.

To upload a form:

click Browse and navigate to the form. click Open after the document required to be uploaded has been highlighted. click Upload File to upload the file.

Once the forms are uploaded and information in ‘Your Info’ tab is provided, a flashing message will appear at the top of the screen in 360Pro that says ‘Your job is now ready for submission’. Click the ‘Submit’ button to submit the response.

Can an application be changed after it has been submitted?

Applicants can re-open their application and make changes as many times as they like prior to the closing date and time. Note that when re-opening an application it will no longer be considered as submitted. Click on the Submit button again to re-submit the amended application.

Please ensure that the traffic light on the left-hand side of the screen in 360Pro has turned green and the status is changed to ‘Submitted’.

What system specifications should the user’s computer have?

The Department recommends that at a minimum the user’s computer should have the following:

Adobe Reader XI on Windows 1.3GHz or faster processor


Microsoft® Windows® XP with Service Pack 3 for 32 bit or Service Pack 2 for 64 bit; Windows Server® 2003 R2 (32 bit and 64 bit); Windows Server 2008 or 2008 R2 (32 bit and 64 bit); Windows 7 (32 bit and 64 bit); Windows 8 or 8.1 (32 bit and 64 bit)

256MB of RAM (512MB recommended) 320MB of available hard-disk space 1024x768 screen resolution Internet Explorer 7, 8, 9, 10 or 11; Firefox Extended Support Release; Chrome

The organisation’s IT support staff should be contacted if these specifications are not met.

Should completed forms and other documents be checked for viruses before submitting?

Yes. In submitting a response electronically, the applicant warrants that it has taken reasonable steps to ensure that the application is free from computer viruses or other disabling features that may affect computing environments. Applications found to contain viruses or other disabling features may be excluded from the process.

What are the permitted file types for attaching other documents in support of the application?

The Department will not accept any attachments submitted to 360Pro with the exception of those documents specifically requested by the Department.

Any permissible attachments should be in one of the following file formats and uploaded to the relevant questions in 360Pro mailbox:

Adobe Acrobat files (.pdf) Text files (.txt) Common Language (.gif, .jpg) MS Word compatible files (.doc, .rtf, .docx) MS Excel compatible Spread sheets (.xls, .xlsx).

Note: No hyperlinked or other material may be incorporated by reference.

Is there any file naming convention that needs to be followed?

Yes. When saving forms the following file naming conventions should be adopted. We recommend that the name of organisation is included in the file name.

Group Applicants - XYZ Pty Ltd Selection Criteria - XYZ Pty Ltd Subcontractors – XYZ Pty Ltd Initiative Budget XYZ Pty Ltd - to $5,000,000 Financial and Credentials Information - XYZ Pty Ltd Subcontractors Credentials Information - Subcontractor1 Pty Ltd

Note: These forms must be completed and submitted in their original format, i.e. no scanned or hardcopy material.

When saving Financial and Subcontractor files (Financial and Credentials Information Form and Subcontractors Credentials Information Form) they should remain as MS Excel files. Files requested in either of those forms should state to which section the attachment relates, for example:

Financial - Section 3.1 - TITLE.pdf, Subcontractor1 Pty Ltd - Section 3.2 - TITLE.pdf


Ensure that the files submitted do not contain forward slash, back slash, semicolon, comma, asterisk, question mark, quotation marks, angle brackets or vertical bar (\ / : , * ? “ < > |) characters in the filenames.

Who can be contacted if further information is required relating to the Grant Guidelines for Empowering YOUth Initiatives Round 2 grants process?

Requests for further information regarding the Grant Guidelines for Empowering YOUth Initiatives Round 2 grants process should be directed to the Employment Services Purchasing Hotline:

Telephone: 1300 733 514 Email: Employment Services Purchasing Hotline

The Hotline operates from 9.00 am to 5.00 pm, Monday to Friday, Canberra time, (except for ACT and national public holidays).

Who can be contacted if assistance using 360Pro is required?

For help or issues related to 360Pro access or 360Pro functions, please direct queries to Lange Consulting & Software ([email protected] ) .


mailto:[email protected]?subject=Empowering%20YOUth%20Initiatives%20Round%202

APPENDIX D DRAFT FUNDING AGREEMENTAppendix D, Draft Funding Agreement, will be published on the Employment Services Procurement Information website (www.employment.gov.au/procurement).

An addendum will be issued through 360Pro to advise applicants when the Draft Funding Agreement has been published.


http://www.employment.gov.au/employment-services-procurement-information

http://www.employment.gov.au/employment-services-procurement-information

APPENDIX E APPLICATION CHECKLISTBefore you submit your application, make sure you have:

Downloaded and read the Grant Guidelines for Empowering YOUth Initiatives Round 2 and any addenda from the 360Pro website (www.tinyurl.com/360Pro-employment).

Downloaded and read the documents and forms published on the ‘Job Info’ tab of 360Pro. Read any additional information available to you (Questions and Answers, Draft Funding

Agreement, etc.). Completed the online application forms in 360Pro. Uploaded the completed application forms to the corresponding questions or tabs in 360Pro

including:

For Stage 1—Expression of Interest Selection Criteria Group Applicants (if applicable) Subcontractors (if applicable) Financial and Credentials Information Form and any requested documents. Subcontractors Credentials Information Form (if applicable) and any requested documents.

For Stage 2—Initiative Proposal (shortlisted applicants only) Selection Criteria Initiative Budget

The following forms need to be resubmitted for Stage 2 if your business structure has changed since you submitted your Stage 1 Expression of Interest application:

Subcontractors (if applicable) Group Applicants (if applicable) Financial and Credentials Information Form and any requested documents (only required if

your business structure has changed since you submitted your Stage 1 Expression of Interest application)

Subcontractor Credentials Information Form (if applicable) and any requested documents.

All forms should be completed and submitted in their original format as the information you have provided in these forms will be electronically extracted.

Do not submit scanned copies of any of the forms.

Note: As stated in S e ct i o n 7 .3.4 of the Grant Guidelines, the Department will not accept any attachments submitted with an application with the exception of those documents specifically requested by the Department.

Reviewed your application prior to submission. Lodged your application to 360Pro allowing sufficient time before the closing date and time.

Once your application is lodged, save the email sent to your registered email address from 360Pro.


http://www.tinyurl.com/360Pro-employment

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