ngo accreditation - dfat.gov.au · some of those tasks may be delegated to the ngo’s in-country...

NGO Accreditation

Organisation Details

* indicates a required field.

WARNING:

You may be logged out automatically after 30 minutes if you don't save, which will cause you to lose any unsaved work.

Go here for additional information.

Organisation

Organisation Name *

Postal Address *

Address

Suburb State Postcode

Street Address *

Address Suburb State Postcode

Business Phone *

Must be an Australian phone number

Website *

Must be a URL

http://help.smartygrants.com.au/pages/viewpage.action?pageId=14713169

Agency’s Chief Executive Officer

Name of incumbent

Title First Name Last Name

Official title

Start Date

Must be a date. dd/mm/yyyy

Primary Contact

Primary Contact Name *Required


Official title *

Phone Number *

Must be an international phone number (country code, area code, phone number)

Email *

Must be an email address

Organisation Overview

Overview

Word count: Must be no more than 500 words

Accreditation Details


Accreditation Information

NGOs can seek accreditation at either Base or Full level.

Base Accreditation

Organisations applying for base accreditation are expected to have sufficient capacity to address criteria across 5 categories of assessment and a minimum 2 year track record of implementing development projects that would satisfy the ANCP Guidelines.

Organisations applying for Base accreditation must have a minimum recognised development expenditure of $50,000, averaged over three years.

Full Accreditation

Organisations applying for full accreditation are expected to have sufficient capacity to address additional criteria across the same 5 categories of assessment as base accreditation and a minimum 2 year track record of implementing development projects that would satisfy the ANCP Guidelines.

Organisations applying for Full Accreditation must have a minimum recognised development expenditure of $100,000, averaged over three years.

Subject to the DFAT delegate's decision on accepting the NGO into ANCP:

Base-accredited NGOs receive a fixed amount of funding as an accreditation factor. The accreditation factor is capped at a maximum amount per organisation per annum.

Full accredited NGOs receive a higher fixed amount as an accreditation factor, plus a ‘volume factor’ proportional to their average recognised development expenditurecompared to all full accredited NGOs.

Criteria for Base and Full level accreditation are outlined in the Australian NGO Accreditation Manual.

Re-applying for Accreditation? * Response required.

If Yes, Date of Last Accreditation

Must be a date

What level of Accreditation are you applying for? * Response required.

Australian Council for International Development (ACFID) Membership

The Australian Council for International Development is the peak Council for Australian not-for-profit aid and development organisations working to attain a world where gross inequality and extreme poverty are eradicated. More about ACFID.

Attach: Most recent confirmation from ACFID of signatory status Attach a file:

http://dfat.gov.au/aid/who-we-work-with/ngos/ancp/Pages/recognised-development-expenditure.aspx



http://aid.dfat.gov.au/Publications/Pages/9090_1951_4966_7154_5042.aspx

http://www.acfid.asn.au/

Criterion A1: Legal Status


This criterion seeks to verify a partner's identity to establish that the NGO is a charity registered in Australia and is not included on any prohibited entities listings.

Australian Business Number

NOTE: Only Australian Organisations may apply. Individuals, as well as organisations based outside Australia, are not eligible to apply and your application cannot be accepted by DFAT.

ABN *

Lookup

The ABN provided will be used to look up the following information. Click Lookup above to check that you have entered the ABN correctly.

Information from the Australian Business Register ABN

Entity name ABN status Entity type Goods & Services Tax (GST) DGR Endorsed ATO Charity Type More information

ACNC Registration Tax Concessions Main business location Must be an ABN

Organisation operates an overseas aid fund from which tax deductible receipts for overseas aid programs are issued? * Response required.

Australian Charities Not-for-profit Commission

Date of registration with the Australian Charities Not-for-profit Commission*

Must be a date. dd/mm/yyyy

http://abr.business.gov.au/HelpTaxConcessions.aspx

Criterion A2: Governance


This criterion seeks to verify a partner’s identity including membership structure and governance arrangements to establish that the NGO’s governance structure and practices ensure accountability, including to its supporters.

Upload

Provide the following documents:

Governing Instrument * Attach a file: For example: Certificate of Incorporation, Rules, Constitution, Trust Deed, Memorandum, Articles of Association

AGM Minutes for last two years * Attach a file:

Most recent Annual Report * Attach a file:

Most recent Audited Financial Statements * Attach a file:

Three most recent Governing body meeting minutes * Attach a file:

Organisation Chart Attach a file: If available

This section has been disabled because of your response to question: "What level of Accreditation are you applying for?" on page 2

For full accreditation provide the following documents:

Terms of Reference for up to 3 sub-committees * Attach a file: Preferably from the areas of finance, risk, audit and programs

Strategic Plan * Attach a file:

Organisational level Risk Management Framework* Attach a file:

Evidence of Board evaluation Attach a file:

Governing Instrument

Provide reference to relevant clauses in uploaded governing instrument that outline:

Membership *

The election or appointment and induction process of the governing body *

The key functions or role of the governing body *

Compliance obligations such as annually auditing financial statements *

Any provisions relating to conflict of interest *

Membership

Complete the following table outlining Membership types. (Formal members are defined as members who are approved by the Board and can vote at the AGM.)

Membership type* Number of members*

+

-

e.g. formal members, ordinary members, associate members, donors, supporters Must be a number Total:

Add More

Governing body

List the office holders of the governing body e.g. president, secretary, treasurer, board member

Office Holder Name* Position* Length of Service* Occupation*

+

-

Number of months Add More

The guidelines require a delineation of responsibilities between the governing body, management and staff, and volunteers. Decision-making procedures and role descriptions should be documented. If the NGO relies on the voluntary efforts of governing body members to handle any of its operations, or if for example, multiple family members are involved in its governance and operations, there must be clear delineations of roles, role descriptions and decision-making procedures (for example, no two family members should be bank signatories or be solely responsible for decision making). Those arrangements should be documented and approved by the governing body.

Describe organisational governance and management structure *


Conflict of Interest Policy

The NGO should have mechanisms in place to handle potential conflicts of interest among governing body members. For NGOs seeking full accreditation, those mechanisms must be explicit in the governing instrument or a board-approved policy. NGOs seeking base accreditation must be able to at least demonstrate good practice in handling conflicts of interest, such as the inclusion of a standing agenda item at governing body meetings and the documentation of any examples of conflict of interest in the minutes of governing body meetings. For example, the Board always has a quorum for dealing with any conflict of interest matters which may arise among Board members from a single family.

Does your organisation have a Conflict of Interest Policy?

If Yes, provide the following information:

Policy title

Date Approved

Must be a date

If No, provide the following information:

In the absence of a formal policy, describe any mechanisms in place to manage conflict of interest. Word count: Must be no more than 300 words

Global Network or Alliance

A Global Network or Alliance is a group of international organisations who have developed formal linkages to work together to achieve their objectives.

Is your organisation part of a global network or alliance? * Response required.

Where an Australian NGO is part of an international network, it needs to establish that it is sufficiently independent from that network in order to be accountable to its Australian membership.

Describe how your organisation is independent from the international network


MoU between NGO and international network Attach a file:

Provide reference to any relevant clauses in MoU or equivalent between your organisation and the international network that demonstrates your independence


Additional questions for Full Accreditation (Not Applicable)


This section has been disabled because of your response to questions:

• "What level of Accreditation are you applying for?" on page 2 • "Is your organisation part of a global network or alliance?" on page 4

Complete the following table outlining sub committees within a global network. Please be explicit:

Sub-committee Key function Meeting frequency

Sub-committee Key function Meeting frequency

+

-

Must be no more than 25 words Add More


What role does the governing body play in setting strategic direction and targets for the organisation? * Word count: Must be no more than 200 words

How does the governing body review performance against a set strategy? *


How does the governing body periodically evaluate its own performance? *


Criterion B1: Track Record


This criterion seeks to verify past performance to establish that the NGO has a documented track record of achieving development outcomes in developing countries.

Outline the Vision / Purpose / Mission of the organisation *


Provide reference to relevant clause in uploaded governing instrument that outlines organisation's Objects/Objectives

Project details

Complete the following table to provide a brief description of three current projects which represent your organisation’s overall development approach and (if available) which adhere to the Australian NGO Cooperation Program guidelines and guiding principles.

Projects should only be listed where the NGO has oversight of the planning, design, implementation and monitoring of project activities, including finances. Some of those tasks may be delegated to the NGO’s in-country partners, but the organisation should still be in a well-informed position and able to influence decisions throughout the project cycle.

Projects should not be listed where the NGO has only raised funds and sent them to an in-country partner or other party. Funds which are managed in this way are an example of "channelled funds" (refer to RDE Guidelines).

Use the "Add More" button below to add additional project details for each.

+ -

Project name *

Description *


Objectives *


Name of Delivery Partner(s)

Beneficiaries

Must be a number

http://aid.dfat.gov.au/Publications/Pages/ancp-guidelines-dec2012.aspx


http://aid.dfat.gov.au/Publications/Pages/ancp-guiding-principles-dec2012.aspx

Expected Outcomes *


Add More

Income for development projects

Complete the following table to outline your organisation’s income for development projects in the last 3 financial years

Income Year Amount Year Amount Year Amount

* $ *

$ *

$

+

-

For example: DFAT ANCP, DFAT other, Grants from other Australian government sources, other grants including overseas and consultancies

e.g 2014/15 Must be a dollar amount

e.g. 2013/14 Must be a dollar amount


Total: Total: Total:

Add More

Attach a list of all projects included in your RDE calculations for the most recent completed financial year.

Attach list * Attach a file:

Non development activities?

Definitions of ‘Development Activities’ and ‘Non-development Activities’ can be found in the RDE Guidelines. Non-development activities include welfare, evangelistic and party political activities.

NGOs can be engaged in non-development activities, but those activities must not be funded using Australian Government or tax deductible funds that are earmarked for development activities. Many NGOs that are engaged in both non-development and development activities have chosen to structurally or even legally separate the parts of their organisations that do each type of work. At the very least, an NGO involved in non-development activities such as evangelism must be able to demonstrate how funds are raised, managed and accounted for separately for the different purposes, how projects are managed and monitored separately, and how partners and communities manage and monitor the separation.

Does your organisation undertake non-development activities? * Response required.

If yes, describe how your organisation differentiates between development activities and non-development activities.


Does your organisation have a policy relevant to this aspect of practice? * Response required.

http://aid.dfat.gov.au/ngos/ancp/Documents/rde_notes.pdf

If yes, please attach Attach a file:

Additional questions for Full Accreditation (Not Applicable)


Program Strategy (Not Applicable)


All NGOs are expected to have in place a system that demonstrates their consideration of geographical and/or sectoral issues in planning.

For full accreditation, the NGO will have a strategic and well-considered rationale for its geographical and sectoral focus. Even if it works in a broad range of countries and sectors, its planning decisions will be informed and considered, not ad hoc or entirely donor driven. This thinking will be documented in a strategic plan and preferably also in regional or country strategies and plans.

Summarise your organisation’s overall development strategy *


Describe the rationale for your organisation's sectoral focus *


Describe the rationale for your organisation's geographic focus *


Does your organisation have documented country or sectoral strategies? * Response required.


If Yes

Describe how these were developed *



An example of a country, regional or sectoral strategy document * Attach a file:

Global Programming - Definition (Not Applicable)


Global Programming - Definition

Australian organisations may be part of an international grouping of organisations that share a common philosophy and name and may implement programs and activities collectively. Such global programs may be implemented through a shared management arrangement with or through its international partners, affiliates, federation and alliances.

The accredited Australian organisation must be able to demonstrate an understanding of, and influence over, any global programs to which it provides funds and other resources. Where organisations are determined to be engaging in global programming, they must be able to demonstrate ALL of the following:

1. the capacity to manage, monitor, and influence decisions of the group and must provide evidence of engagement in governance processes of global partners; and

2. evidence of systems and processes that ensure their participation in group decisions affecting global programs; and 3. that it has the right to withdraw funding where necessary; and 4. evidence of conducting due diligence on partners within the group to ensure policy compliance, assessment of

value for money within the group and effectiveness.

Global Programs

If an Australian NGO is contributing to globally funded activities, it must be able to demonstrate its involvement in the program management cycle as part of the agreed framework for global programs. While the NGO does not need to be an active participant at all points in the cycle, it should provide examples of where it has participated in the management of global programs and demonstrate its capacity to intervene where its interests dictate.

Is your organisation contributing to globally funded activities; for example through a global network or alliance? * Response required.


If Yes

Describe your organisation's role in developing or influencing strategic level or project level planning


Describe how your organisation is kept informed of strategy or project progress


Describe how your organisation can influence decision making



Describe the role (if any) of your organisation in global network policy or planning committees Word count: Must be no more than 300 words

Criterion B2: Good Sector Practice


This criterion seeks to establish that the NGO is committed to and operates in a manner consistent with current good practice guidelines for the sector including the ACFID Code of Conduct, safeguards and effectiveness principles.

Approach to project or program design

Describe your approach to undertaking project design, with specific reference to the participation of partner and primary stakeholders.


Provide one example of a completed design document. Attach a file:

Describe your strategies for ensuring the participation of marginalised, vulnerable and less represented groups of people in the development process, including women, children and people with disability. Must be no more than 300 words

Capacity Building

Describe your approach to building local community capacity *

Must be no more than 300 words

Does your organisation have a formal policy relating to building local capacity? * Response required.

If yes, provide Capacity Building Policy Attach a file:

Or, provide a reference to your Capacity Building policy

Sustainability

Describe how your organisation ensures the sustainability of development outcomes. *


Does your organisation have a formal policy relating to sustainability?* Response required.

If yes, provide your Sustainability Policy Attach a file:

Or, provide a reference to your Sustainability Policy

Child Protection

To ensure that NGOs understand and act on their obligations for managing risks to children, DFAT has mandatory child protection compliance standards, which are outlined in the DFAT Child Protection Policy.

DFAT requires NGOs to develop their own child protection code of conduct and to ensure that all personnel implementing DFAT-funded activities agree to it and abide by it. It also requires overseas partners who are receiving DFAT funding to have their own child protection policies in place if they are implementing activities involving personnel working with children.

Child Protection Policy * Attach a file:

Policy title *Required

Date of Board approval of child protection *

Must be a date

Describe how your organisation operationalises this policy? * Word count: Must be no more than 300 words

Gender Equality and Equity

Gender Policy * Attach a file:

Policy title *

Date approved *

Must be a date

Describe how your organisation operationalises this policy? * Word count: Must be no more than 300 words

Upload (Not Applicable)


For full accreditation provide the following documents or a reference to a previously uploaded document:

Policies

Disability Inclusive Policy

References

Disability Inclusive Policy reference

http://aid.dfat.gov.au/Publications/Pages/child-protection-policy.aspx

Attach a file:

Disability inclusion

Describe how your organisation incorporates disability inclusive principles into activities. *



For full accreditation the following questions are required to be answered.

Provide Policy title

Date approved

Must be a date

Environmental management

For full accreditation, the following question must be answered

Describe your organisation’s approach to assessing and mitigating environmental impact in overseas programs? * Word count: Must be no more than 300 words


Policy title

Date approved

Must be a date

Humanitarian relief (Not Applicable)


For full accreditation the following question must be answered.

Does your organisation engage in humanitarian relief? * Response required.

If Yes, describe the international standards within which you operate

Word count: Must be no more than 300 words. For example: SPHERE

Criterion B3: Program Capacity


Project management

This criterion seeks to establish that the NGO has the capacity to exercise appropriate influence and control throughout the project cycle to add value to the development process and to manage risk, as well as capacity to deliver program/project objectives in a way that meets contractual obligations to DFAT.

Management systems that address all aspects of the project cycle, risk management and appropriate decision making processes are all part of that capacity.

Organisations should, where possible, demonstrate a track record of managing projects that meet Australian NGO Cooperation Program guidelines and guiding principles.

Financial risk is assessed under Criterion E.

Describe how your organisation identifies its projects *


Describe how your organisation designs its projects *


Template used for project design Attach a file:

Typically, an appraisal seeks to ensure that the potential project supports the organisation’s overall development priorities and strategy; that it reflects key development principles, such as community participation and sustainability; that the overseas partner responsible for implementing the project has sufficient capacity and support; and that the goals, budget and approach of the project appear reasonable. In addition, for activities funded by the Australian Government, project appraisal must ensure that the project does not include welfare, evangelistic or partisan political activities and does not support organisations or individuals linked with child sex offences or terrorism.

Describe how your organisation appraises its projects and specifically who undertakes the appraisal process *

Word count: Must be no more than 250 words. i.e. staff, a committee, external advisors etc

Template used for appraisal Attach a file:


Attach your organisation's documented set of guidelines or procedures for the management of the project cycle including financial management, i.e. project identification, design, budget preparation and management, appraisal, implementation e.g. Manual of Policy & Procedures



http://aid.dfat.gov.au/Publications/Pages/ancp-guiding-principles-dec2012.aspx

Attach guidelines or procedures Attach a file:

Document title *

Date approved *

Must be a date



Table of Contents for Manual of Policy and Procedures or equivalent* Attach a file:



In instances where your organisation is supporting global programs:

Describe how your organisation influences decision making throughout the development process *


Risk Management

NGOs are expected to have in place adequate systems to comprehensively manage risk. As a minimum, this would include appropriate travel insurance and guidelines for staff and volunteers travelling overseas; risk assessment and management integrated into the NGO’s project management system; an appraisal system related to partner capacity; comprehensive agreements with overseas partners; and attention by the governing body to issues of high risk.

Describe how your organisation assesses and manages project level risk * Word count: Must be no more than 200 words.

Attach one example of a project level risk management matrix or plan * Attach a file:

Describe how your organisation manages risk associated with staff safety and security * Word count: Must be no more than 200 words. Make reference to the policy if available


Describe how your organisation assesses and manages and regularly reviews organisational level risk *

Word count: Must be no more than 200 words. Reference the relevent section in the policy if available

Counter Terrorism

The Australian NGO is expected to have a counter terrorism policy which outlines the organisation’s commitment to taking all reasonable efforts towards ensuring that it does not provide support to organisations that are listed by the Australian Government as terrorist organisations. In addition, the Australian NGO is required to pass on its counter terrorism obligation to its partners and this should be reflected in the partnership agreement between the NGO and its partners.

Describe the procedures used to prevent funds going directly or indirectly to individuals or organisations associated with terrorism. *


Counter Terrorism Policy Attach a file: If applicable

Policy title

Date approved

Must be a date

Personnel

Outline your organisation’s practices to check the integrity of staff, contractors and volunteers prior to engagement with specific reference to:

HR Policy Attach a file:

Code of Conduct Attach a file:

Staff Safety and Security Policy Attach a file:

Staff involved in development

Complete the following table with regards to program, finance and technical staff involved in development:

In-Australia staff In-Australia volunteers In-country staff In-country volunteers

* * * Must be a number Must be a number Must be a number Must be a number

Total: Total: Total: Total:

Criterion B4: Monitoring and Evaluation


This criterion seeks to verify an NGO’s approach to performance management by establishing that the NGO is able to assess the effectiveness of development activities.

Organisations may wish to also refer to monitoring and evaluation requirements for the Australian NGO Cooperation Program.

Monitoring

The NGO is expected to have established systems that enable it to track the progress and determine the effectiveness of the work of its partners and programs overseas. It must have systems that:

• provide regular project/program progress information • collect sufficient information to enable the NGO to analyse project progress and make appropriate decisions • collect sufficient information to enable the NGO to make assessments of project outcomes and impacts.

The NGO is expected to have developed its own monitoring and reporting tools and not rely on DFAT reporting tools as its main form of monitoring. While useful for DFAT as a donor, DFAT reports do not capture the depth of monitoring that is expected of an accredited NGO.

Reporting from in-country partners should be supplemented by the organisation’s own field monitoring and regular contact between the NGO and the overseas partner.

Monitoring and reporting are also expected to reflect key project management and development principles, such as attention to community empowerment, sustainability, gender, the environment, financial accountability and risk management.

Describe how projects are monitored and who is responsible for undertaking monitoring?* Word count: Must be no more than 200 words

How often do you receive interim or progress reports from the field?

Template for progress reporting Attach a file:

Describe how interim or progress reports and field monitoring reports are used in your organisation? *


Where partners undertake project monitoring, how does your organisation ensure the quality of monitoring? * Word count: Must be no more than 200 words

Template for field monitoring report Attach a file:

What procedures does your organisation have for making changes to a project if monitoring indicates this is needed?*

http://aid.dfat.gov.au/ngos/ancp/Pages/monitoring-and-evaluation-of-ancp-projects.aspx


Evaluation

Evaluation is a distinct exercise that makes an assessment of the approach, methodology, outcomes and impacts of a project or program.

Evaluations undertaken by NGOs seeking base accreditation may be smaller and more limited than those for NGOs seeking full accreditation, but they must still demonstrate that they are undertaken by those without a direct interest in the project and that they have the ability to produce a qualified assessment of project outcomes.

While an assessment of outcomes and impact may not be possible in the early stages of a particular project, there must be sufficient evidence from the NGO’s portfolio of activities that it has made substantial efforts to make such assessments.

Describe how your organisation generally conducts project evaluations? *

Word count: E.g. peer review, internal, external. Must be no more than 200 words

Provide a list of recent evaluations

Evaluation Name Date Undertaken

* *

+

-

Provide up to 10 most recent evaluations Must be a date Add More

Describe how your organisation uses the findings and recommendations from evaluations *


Upload


One example of an Executive Summary of an evaluation report or full evaluation report if not longer than twenty pages * Attach a file:

Additional Questions for Full Applicants (Not Applicable)


Describe how your organisation assesses results and effectiveness with specific reference to:

How your organisation assesses development outcomes and indications of impact. *


How your organisation captures, documents, disseminates and applies knowledge * Word count: Must be no more than 200 words

How your organisation shares results, good practices and lessons learned within the organisation and with other stakeholders *


How your organisation involves primary stakeholders in reflection, learning and design adaptation processes *


Effectiveness Framework or equivalent * Attach a file:

Criterion C1: Documented partnership arrangements


This criterion seeks to verify the identity and structure of downstream partners by establishing that the NGO has documented, contractual frameworks in place to manage partnerships, projects and programs through appropriate documentation.

Upload


One example of a signed agreement * Attach a file:



Documented set of guidelines or procedures for the management of the partnerships * Attach a file: e.g. Manual of Policy & Procedures

In-country partners

The NGO should be able to demonstrate a record of working with in-country entities. Local partners could include the NGOs’ own country office, indigenous NGOs, in-country government partners, local civil society organisations, village groups or other informal associations.

Complete the following table listing all current partners

Country Partner name

Type of organisation

Years of Involvement

Response required.

* * *

+

-

e.g. 5 Add More

For accreditation at both Base and Full level, the NGO must have documented agreements in place with all partners and for all projects or programs. The agreements may be formalised in MoUs, annual contracts, exchanges of letters or other documents covering the partnership or specific projects. Documents should identify downstream partners and intended beneficiaries.Whatever form the agreements take, as a minimum they must reflect the contractual obligations of the organisations and embody reasonable project management practices.

Describe documented arrangements your organisation has with in-country partners * Word count: Must be no more than 200 words

Agreement template * Attach a file:

Provide reference to the relevant clauses in your partner agreements which relate to your organisation's contractual obligations under a head agreement with DFAT with particular reference to child protection and counter-terrorism.

Clauses in partnership agreement Issue addressed

* *

+

-

e.g counter-terrorism Add More

Describe how your organisation ensures shared understanding and acceptance by partners and the organisation with agreements and relevant policies *


Describe how your organisation responds to poor partner or organisation performance providing reference to the relevant clause/s in your agreements *




Provide your organisation's documented set of guidelines or procedures for the management of the partnerships

Document title *

Date Approved *

Must be a date

Global programming with partners (Not Applicable)



Refer to definition of "Global Programming" in B1 - Track Record

The NGO must be able to exercise its influence where required. This is particularly important if the NGO sends development funds to a global network or alliance.

Provide reference to any relevant clauses in MoU or equivalent between your organisation and the international network that outlines your respective roles and responsibilities of your organisation, country offices and the international partners, alliances or affiliates.

Relevant clauses *

Criterion C2: Partner Capacity


This criterion seeks to establish that the NGO takes a systematic approach to assessing the capacity and performance of its partners to deliver and develop projects or programs appropriate for that capacity.

Capacity assessment

The NGO should have internal processes in place to review and understand the capacities of its partners as these are likely to change over time. The organisation should use a transparent, systematic approach, such as a standardised set of criteria or guidelines, to assess all aspects of partner capacity. An assessment might be undertaken initially to determine the suitability of a new partner, and would usually cover all aspects of the partner organisation, such as its legal structure, integrity, philosophies and practices, project and financial management capacities and so on. The assessment should be revisited from time to time throughout the life of the partnership.

Describe the process used by your organisation to assess the capacity of potential partners *


Describe an example of how your Organisation has accommodated partner capacity in project design. *


Does your organisation support partners to undertake non-development activities?

If Yes, describe how your organisation ensures your partners are differentiating between development activities and non-development activities


Partners adhering to key policies

Describe how your organisation ensures partners understand, accept and comply with your organisation's Child Protection Policy? *

Word count: Must be no more than 200 words. Make reference to the Child Protection policy attached in B2 if applicable.

Describe how your organisation ensures that partners have systems in place to comply with counter terrorism requirements. *

Word count:

Must be no more than 200 words.



Partner Capacity Assessment template Attach a file:

One example of a completed partner capacity assessment * Attach a file:

How has your organisation worked with partners to develop and implement capacity building initiatives where required?


How does your organisation make an assessment of its partners’ performance in regards to their achievement of results and effective development outcomes?*


Criterion C3: Effective Partnerships


This criterion seeks to establish that the NGO’s partnerships reflect good development practice of equality, mutual respect and learning, self-reliance, accountability and transparency through appropriate documentation such as written agreements, documented records of meetings, correspondence etc.

Effectiveness of partnerships

List the attributes or characteristics your organisation seeks in its partners *


How does your organisation ensure that its partnerships reflect the principles of equality, mutual respect and learning, self-reliance, accountability and transparency? *




Describe how your organisation enables partners and other stakeholders and other stakeholders to raise complaints and receive a response through an effective, accessible and safe process * Word count: Must be no more than 200 words

Describe how your organisation assesses the effectiveness of your partnerships *



Describe how your organisation assesses and monitors the following:

Your partners’ approach to undertaking contextual analysis *


Your partners’ approach to undertaking project design with specific reference to the participation of partner and primary stakeholders *


Your partners’ approach to ensuring appropriate participation of marginalised, vulnerable and least represented people in economic and social development (e.g. women, children and people with disability). *


Your partners’ approach to building local community capacity *


Your partners’ approach to ensuring the sustainability of development outcomes *


Criterion D1: Branding and Identity


This criterion seeks to assess that NGOs and their partners acknowledge and attribute Australian government support. NGOs need to demonstrate that they have the commitment and capacity to comply with DFAT Visual Identity Guidelines.

Describe your organization’s approach to acknowledging and attributing the Australian identity and the support of the Australian Government in: -

Australia * Word count: Must be no more than 200 words

Countries where support is provided *


If your organisation has received support from the Australian Government, please attach up to three examples of promotional or other materials which shows public recognition of the Australian identity and the support of the Australian Government in Australia and in countries where support has been provided.

Australia Attach a file:

Countries where support has been provided Attach a file:

Describe your organisation’s processes and systems to ensure that the NGO's partners will comply with the requirements of the DFAT Visual Identity Guidelines




Attach your organisation’s approved policy or guidance note that addresses the acknowledgement and attribution of the Australian identity and support of the Australian Government.

Attach policy or guidance note * Attach a file:

Provide reference to the clause included in agreements with downstream implementing partners that requires compliance with the requirements of the DFAT Visual Identity Guidelines.

Provide reference to the clause *

http://dfat.gov.au/about-us/corporate/Pages/logos-and-style-guides.aspx

http://dfat.gov.au/about-us/corporate/Pages/logos-and-style-guides.aspx

Criterion D2: Transparency and Accountability


This criterion seeks to assess an organisation’s commitment to providing accurate, timely and accessible information about the organisation, its objectives and its activities, in a manner that respects the dignity of recipient communities.

Transparency

Describe your organisation’s approach to sharing detailed information with its stakeholders on its work including policies, plans, processes and the results of its activities including evaluations and research. * Word count: Must be no more than 200 words


Attach guidelines or equivalent that seek to ensure that public information is accurate, timely and accessible * Attach a file:

Describe any systems in place to ensure that public information is quality assured against these guidelines *


Where your organisation relies on volunteers to assist in promotional activities, how does it ensure that these volunteers provide accurate information about the organisation? *


Please provide up to 3 webpage links that are indicative of your organisation’s approach to publishing information about its work.

Webpage reference 1

Must be a URL

Webpage reference 2

Must be a URL

Webpage reference 3

Must be a URL

Provide three examples of information materials that have been shared with your organisation’s stakeholders in Australia and overseas:

Attach the three documents here * Attach a file:

Multiple documents can be attached



If the NGO is part of a broader international network, promotional materials should clearly distinguish between its work and that of the network, where they are different. The material must not lead the public to believe that the NGO is undertaking work that is really being done by other parts of its international network.

If your organisation supports global programs, how does it ensure that it and its international partners, alliances or affiliates attribute and report the contributions and results appropriately?


When describing the context, components or beneficiaries of a project, the NGO should respect the dignity and values of the people involved. Its communications should promote partners and beneficiaries as active agents, and not as passive recipients of aid. NGOs should avoid sensationalising the challenges faced in developing countries. If the NGO uses images of people involved in projects, it should gain their permission in a way that is culturally appropriate and contextually sensitive and ensure that they are aware of how the images may be used.

Describe your organisation’s practice concerning the collection and use of life stories/photos of beneficiaries in promotional materials. * Word count: Must be no more than 200 words


Attach your organisation’s policy or guidance note concerning the collection and use of life stories/photos of beneficiaries in promotional materials

Attach policy or guidance note Attach a file:

Inquiries, suggestions or complaints

Describe how the public is able to make inquiries, suggestions or complaints to your organisation *


Describe how your organisation manages inquiries, suggestions and complaints from the public *



Provide a reference to your organisation’s formal public complaints mechanism *


Attach evidence of the promotion of your organisation’s formal public complaints mechanism * Attach a file:

Criterion D3: Australian Community Support


This criterion seeks to verify that the NGO has and can maintain Australian community support for its development activities.

Funding

Fundraising categories should be listed – such as events, regular donations, appeals, bequests, etc - with total amounts received for each of the last three financial years.

Fundraising Category

Year Amount Year Amount Year Amount

*

*

$ *

*

$ *

*

$ *

+

-

Fundraising categories should be listed – such as events, regular donations, appeals, bequests, etc




Total: Total: Total:

Add More

Summarise any in-kind, pro-bono or low-bono support your organisation receives from the Australian community *


Describe how Australian community members are actively involved in the organisation’s activities *


Describe your organisation’s strategy for maintaining Australian community support (both financial and in-kind) for its development programs * Word count: Must be no more than 200 words

Describe the main regular fundraising activities of your organisation *



Provide a reference to any relevant fundraising/ community engagement strategy documents * Attach a file:

Criterion E1: Financial Management Systems in Australia


The NGO must be able to show that it has the management, administration, financial and technical performance and capacity to participate in DFAT NGO schemes. It must have ‘necessary and sufficient’ financial and management systems to be accountable for Australian Government funds.

General Ledger

Provide the name of your general ledger system

Does your organisation have a general ledger system with the ability to account for income and expenditure at a project level? * Response required.

Fiduciary Risk

Describe your organisation’s policies, systems and procedures to ensure funds are used for the purposes for which they are intended *


This question seeks to understand how your organisation ensures, for example, that donor funds are applied to the projects or activities that they were intended to support. Another example could relate to ensuring that funds raised for a specific purpose or to support a specific cause are applied as intended.

If these arrangements are documented attach a copy (if brief); otherwise provide a copy of the document index and reference the document title.

Attach documented arrangements Attach a file:

Document Reference

How is the document (instructions) made available and used by administrative and project staff, eg intranet, hard copy * Must be no more than 200 words

Describe the policies, systems and procedures in Australia in the following areas:

• Responsibilities of officers and their delegations • Purchasing/contracting policies and procedures • Accounts payment systems, including overseas transfers and payments • Certification of accounts and acquittals • Assets management • Staff records • Travel approval • Financial records management • Project financial management • Calculation and use of interest, with specific reference to donor funds

• Management of exchange rate gains/losses, with specific reference to donor funds Describe *


What general challenges, if any, have you encountered in the last 2 years, with regard to accountability or reporting requirements? *


Audits

List audits that have been undertaken of your organisation and any overseas projects in the last five years?

Date of audit Type of audit Who undertook the audit

Reason for audit (eg, donor requirement, scheduled)

* * *

+

-

Must be a date Add More


Describe any review process that your organisation has undertaken in the last three years to assess the strength of its own financial systems *


Describe any improvements your organisation has made to its financial systems or capacity in the last three years *


Criterion E2: Financial Management Capacity of Partners


This criterion seeks to establish that the NGO and its overseas partners and international affiliates have the capacity and commitment to undertake activities, in a professionally competent manner, especially with regard to financial operations.

Describe how your organisation makes an assessment of the financial systems and overall financial capacity of its overseas partner organisations and international affiliates *


Describe the typical arrangements within documented agreements with delivery organisations for the management and use of funds and which reflect Australian Government financial accountability and reporting obligations*


Describe your organisation’s process for receiving and reviewing project acquittals from delivery organisations *


Describe any other systems your organisation has in place for financial monitoring of delivery organisations*




Describe one example of finance-related institutional strengthening activities of your partners or affiliates in the last three years *


If your organisation receives audited financial statements from delivery organisations, how are these used? *


Does your organisation manage, participate in or commission financial review processes of delivery partners (for example, audits, financial monitoring, fraud investigations?

If so, describe a recent example.


Global Programming (Not Applicable)



See Criterion B1 for definition of Global Programming

If your organisation supports global programs:

How often does it receive regular financial statements, program reports and evaluations?*

How is your organisation able to influence its global partners with specific reference to financial and resource decisions? *


Describe the process in place to request an independent audit of the implementing bodies for global programs * Word count: Must be no more than 200 words

Explain whether your organisation is able to withhold funds from the global programs or parts of programs if warranted*


Criterion E3: Financial Risk Management


This criterion seeks to establish that the NGO applies systems to itself and its partners to assess and manage financial risk that are appropriate for its level of expenditure and operating contexts.

Financial Risk

Describe the systems your organisation uses to manage financial risk *


Attach a schedule of delegation and authorisation levels for personnel, including cheque signatories Attach a file:

Attach a list of your organisation’s insurance policies * Attach a file:

Describe the systems your organisation uses to conduct assessments of financial risks particular to the operating environments and activities it conducts *


Describe the systems your organisation uses to manage risk related to expenditure through partner and delivery organisations including systems and procedures your organisation may have to control funds sent overseas *


Describe your organisation’s approach to preventing corruption *


Describe your organisation’s processes and systems to effectively prevent, detect and investigate fraud *


Describe your organisation’s system for reporting and recording allegations of corruption or fraud, any subsequent administrative or investigation action and their outcomes *


Has your organisation identified or reported any fraud in the last two years. If yes, provide summary details and describe what action has been taken post discovery to improve financial systems and processes? * Word count: Must be no more than 400 words



Attach relevant policies or key documents which might include:

• Overall risk management framework • Organisation level and financial risk matrices • Country / partner risk matrices

Attach documents * Attach a file:

Describe any training provided to staff, contractors and/or partners in anti-corruption and fraud awareness * Word count: Must be no more than 200 words

Attach foreign currency exchange policy for limiting rate movement exposure Attach a file:

Attach your organisation’s anti-corruption policy Attach a file:

Attach your organisation’s fraud control plan or equivalent * Attach a file:

Criterion E4: Recognised Development Expenditure


This criterion seeks to establish that the NGO is able to raise its own funds from the Australian community for development activities; differentiate funds for development and non-development activities in Recognised Development Expenditure (RDE) calculations.

The required minimum level of RDE, averaged over three years, for base accreditation is $50,000; for full accreditation is $100,000. Eligible contributions include donations of cash, gifts in kind and volunteer services. The NGO should understand which expenditure may be included in RDE, as anything included in RDE is subject to examination (see RDE explanatory notes for guidance).

Re-accredited (Not Applicable)

This section has been disabled because of your response to question: "Re-applying for Accreditation?" on page 2

If you are applying to be re-accredited, please attach your most recent RDE worksheet submitted to DFAT Attach a file:

New to Accreditation (Not Applicable)

This section has been disabled because of your response to question: "Re-applying for Accreditation?" on page 2

See RDE explanatory notes for guidance.

If you are not already accredited with DFAT, please complete and submit a copy of the last 3 years RDE worksheets. Attach a file:

Value of volunteers and goods-in-kind

Does your organisation include the value of volunteer services and/or goods-in-kind donations in the RDE calculation

If so, are these included in your Audited Financial Statements or Notes to the Accounts?

If not, describe the method for valuation of volunteers and goods-in-kind and the nature of records mainted to support the calculations. Must be no more than 400 words



What was your organisation’s financial reserves at the end of the last three financial years?

Year Amount Year Amount Year Amount

* e.g. 2014/15 Must be a dollar amount e.g. 2013/14 Must be a dollar amount e.g. 2012/13 Must be a dollar amount

Total: Total: Total: This section has been disabled because of your response to question: "What level of Accreditation are you applying for?" on page 2

Attach your organisation’s Reserves Policy *

http://dfat.gov.au/about-us/publications/Pages/recognised-development-expenditure-worksheet-explanatory-notes.aspx



Attach a file:

Declaration and Privacy Statement


Authorising Officer

All information we collect complies with the Information Privacy Principles under the Privacy Act 1988.

Your organisation information will only be used for the purpose for which it was provided or in accordance with the Privacy Act 1988. We will not add you to other mailing lists unless that is the purpose for which your organisation information has been collected. We will not use your e-mail address for any other purpose. We will not disclose your organisation information to a third party except in the following circumstances, in accordance with the Privacy Act 1988, where:

you have consented to use of the information for another purpose;

1. we believe on reasonable grounds that use of the information for another purpose is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or another person;

2. use of the information for that other purpose is required or authorised by or under law; 3. use of the information for that other purpose is reasonably necessary for enforcement of the criminal law or of a law

imposing a pecuniary penalty, or for the protection of the public revenue; or 4. the purpose for which the information is used is directly related to the purpose for which the information was

obtained. The staff managing this sites are subject to the Commonwealth Privacy Act 1988

I am authorised to complete this application and have read and understood the declaration and privacy statement * Response required.

Authorised person's name *


Position held *

Date of declaration *

dd/mm/yyyy

http://www.oaic.gov.au/privacy/privacy-act/national-privacy-principles




http://www.comlaw.gov.au/comlaw%5Cmanagement.nsf/lookupindexpagesbyid/IP200401860