Templates & User Guides

Grant Opportunity Guidelines

Officials must develop grant opportunity guidelines for all new and revised granting activities. A 'Grant Opportunity' is a collective term to describe any grant round, invitation to apply or other such time when an applicant can apply for a grant as defined under the CGRGs.  

Grant Opportunity Guideline Templates

The CGRGs specifies the types of selection process and provides information on each. Grant opportunity guidelines must be consistent with the CGRGs and be published on GrantConnect.

Each process is covered in one of the following three templates.

Grant opportunities using an open competitive selection process as well as open non-competitive; targeted competitive; or closed non-competitive selection processes use the:

Grant opportunities which require only eligibility criteria and do not have a merit process using assessment criteria use the:

One-off or ad hoc grants are generally due to an urgent matter or circumstance and do not involve planned selection processes, nor are they available on an ongoing basis. For one-off ad hoc grants use the:

A risk-based approach is in place for consideration of new or revised grant opportunity guidelines. Officials involved in the development of grant opportunity guidelines are required to complete a risk assessment of the grants and associated guidelines, in consultation with the Department of Finance and the Department of the Prime Minister and Cabinet.

One-off or ad hoc grants

One-off or ad hoc grants generally do not involve planned selection processes, but are instead designed to meet a specific need, often due to urgency or other circumstances (e.g. in response to a natural disaster). These grants are often not available to a range of applicants or on an ongoing basis.

Grant opportunity guidelines are required for all grants, including one-off or ad hoc grants. However, the format, complexity and approval processes may vary, depending on the grant.

For example, if an entity provides a sponsorship grant, and this sponsorship does not fall within an existing grant opportunity, then officials may either develop overarching guidelines that would cover all sponsorships, or develop specific guidelines attached or incorporated into a brief to the decision-maker or sponsorship letter.

At a minimum, guidelines for one-off or ad hoc grants should include the purpose or description of the granting activity, the objectives, the selection process, any reporting and acquittal requirements and any evaluation mechanisms. (extract of CGRGs 9.3)

Guidelines for one-off or ad hoc grants are not required to be published on an entity's website, and are not subject to the mandatory processes relating to approval of new or revised grant opportunity guidelines. For transparency purposes, entities may still choose to publish these guidelines on GrantConnect.

The Grants Policy Team in Finance provides advice to entities preparing grant opportunity guidelines, and can assist officials in determining appropriate processes for one-off or ad hoc grants.

Grant Agreement Templates

Finance has developed a suite of whole-of-government grant agreement templates, for use by entities when entering into grants. A User Guide for each template has been developed to provide step-by-step guidance to officials.

Letter of Agreement

This approach may be the best option to use with straightforward, low risk grants.

Commonwealth Simple Grant Agreement

Formerly titled the 'low-risk grant agreement' template, this is for use with low risk grants which require a more detailed agreement with simple terms and conditions.

Commonwealth Standard Grant Agreement

This template is for grants which are rated as medium to high risk and includes a standard set of terms and conditions.  The Clause Bank may be used to supplement the standard clauses if required due to the complexity of the grant activities or the risk associated with the grantee.

Grant Variations

The templates below are used when changes are required to an existing agreement. The Deed requires signing by the grantee and the Commonwealth.

Letter of Variation

This template is for altering obligations or terms established through a Letter of Agreement.

Deed of Variation

This template is used to alter obligations or terms established under an existing signed Commonwealth Simple Grant Agreement or Commonwealth Standard Grant Agreement.

User Guide

This guide provides advice on using both the Deed and Letter of Variation templates.

Notice of Change

This template has been developed for either the Grantee or Commonwealth entity to notify each other of minor administrative changes that do not have the effect of increasing the grantees' obligations under the agreement.

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