Application Guidelines for FaHCSIA selection processes

Table of contents

• Section 1 – Selection Process
  • 1.1 Principle
  • 1.2 Process
  • 1.3 Stages in the Assessment Process
• Section 2 – Terms and Conditions of Application
  • 2.1 Application conditions
  • 2.2 Late Applications
  • 2.3 Checks of Applicants
  • 2.4 Applicant’s Responsibilities
  • 2.5 Liability Issues
  • 2.6 The Department’s Rights
  • 2.7 Disclaimer
  • 2.8 Fraud
  • 2.9 Personal Information

These application guidelines are applicable to all FaHCSIA selection processes. Applicants should also refer to the Program Guidelines, Application Form and Terms and Conditions of the standard FaHCSIA funding agreement when preparing their applications.

Section 1 – Selection Process

Following the application Closing Date, the Department will conduct an assessment of all applications.

To enable a comprehensive and accurate assessment of applications against the Selection Criteria, applicants must provide the information required in the format, and to the extent specified in the Application Guidelines and Application Form.

Current service providers will still need to respond fully to the Selection Criteria in the Application Form and provide the information required in the format, and to the extent specified in the Application Guidelines and Application Form.

The Department of Families, Housing, Community Services and Indigenous Affairs (FaHCSIA) will assess applicants for funding primarily on the basis of the information provided in the Application Form.  FaHCSIA may use information about an applicant that is, or becomes known to FaHCSIA in the course of FaHCSIA’s business, as well as any publicly available information.

Decisions on the parameters and methodology for assessment of applications will be final.

1.1       Principle

The overriding principle guiding the Selection Process is value in social service delivery to the Australian Government. The Department has funding principles in place to guide Selection Processes.  The selection process will be conducted in accordance with these principles. 

1.2       Process

The process will be a direct, restricted or open competitive selection process. 

1.3 Stages in the Assessment Process

This process is generally followed:

Stage 1 – Receipt and registration of applications, initial screening for compliance;

Stage 2 – Assessment of applications against the Selection Criteria;

Stage 3 – Financial Viability Assessment;

Stage 4 – Selection of Preferred Applicant/s; and

Stage 5 – Offer / Agreement of Funding.

Stage 1 - Receipt and Registration of Applications, Initial Screening for Compliance

Following the receipt and registration of applications, there will be an initial screening of applications to ensure:

• Eligibility of organisations;
• Applicants comply with the terms and conditions detailed in the Application Guidelines and Application Form; and
• Complete information has been provided in the Application Form to enable a fully informed assessment to be made.

Stage 2 - Assessment of applications against selection criteria

Assessment Teams will undertake assessment of applications and will consider the applicant’s response to each Selection Criterion against a 5-point (1 to 5) scale (see Table below).

Assessment Teams will assess applications primarily on the information provided in the Application Form. 

FaHCSIA may use information about an applicant that is, or becomes known to FaHCSIA in the course of FaHCSIA’s business, as well as any publicly available information.

Stage 3 – Financial Viability Assessments

Applications will be subject to Financial Viability Assessments.

Note: The Department may not fund applicants that are assessed as high-risk in terms of Financial Viability.

Information required from applicants for the Financial Viability Assessment is gathered via the information requested in Part 4 of the Application Form.

Stage 4 – Selection of Successful Applicants

The Department will prepare a list of recommended applicants following assessment against the Selection Criteria, and consideration of the Financial Viability Assessment.

The Department’s decision relating to Successful Applicants will be finalised when the Minister or his/her Delegate indicate their acceptance of the final list of successful applicants.

Stage 5 - Entering into Funding Agreements

Successful applicants are then invited to enter into Funding Agreements with the Department.  The Funding Agreement will contain the entire agreement between the parties.  There is no binding agreement on any parties until the Funding Agreement is agreed to and signed by the Delegate and the applicant’s Authorised Representative.

The Funding Agreement is the legal agreement between the Department and the service provider over the funding period.  In managing funding provided, the service provider must comply with all the requirements of the Funding Agreement.

Funded service providers are responsible for ensuring that:

• the terms and conditions of the Funding Agreement are met,
• service provision is effective, efficient, and appropriately targeted,
• highest standards of duty of care are applied, and services are operated in line with, and comply with the requirements as set out within all State and Territory and Commonwealth legislation and regulations. 

Providers should also be aware of any case based law that may apply or affect their service delivery.

Unsuccessful applicants will be offered feedback on their application.

Any or none of the applications under this selection process may be accepted.

Section 2 – Terms and Conditions of Application

2.1   Application conditions

Your application is not an agreement or contract.  Meeting the Selection Criteria does not guarantee funding.  Funding is limited and applications will be assessed and prioritised according to the extent to which they meet the Selection Criteria.  Only applications meeting the Selection Criteria to a high degree are likely to be funded.  All information requested on the application must be provided to enable your application to be fully considered. 

The Department will not issue Application Forms or accept completed applications by fax.

Only one application per organisation/region will be assessed.  If more than one application is submitted, only the latest application will be considered.

The Department will not accept or respond to any applicant’s requests for information or correspondence about the status or progress of their application during the assessment phase.

The Department will only respond to requests for information that seek clarification of issues to allow them to better understand the requirements of the Application Form and Application Guidelines.

At the end of the Selection Process the Department will write to all applicants about the outcome of the Selection Process.

2.2   Late Applications

FaHCSIA will not accept any application lodged after the closing date. 

2.3   Checks of Applicants

As a part of the Selection Process, the Department may undertake further checks of applicants.  The Department may also conduct checks for non-disclosure of any relevant information.

In addition, any debts that the applicant has accrued to the Department or other Australian Government agencies may be taken into account when making a decision to offer funding.

The Department reserves the right to use information from:

• the Department’s databases,
• other Australian Government agencies, such as the Australian Taxation Office and Australian Securities and Investments Commission,
• state or territory agencies,
• law enforcement agencies,
• credit reference agencies,
• courts or tribunals, or
• any other appropriate organisation or person reasonably required as part of these checks.

Information obtained from checks on applicants described in this section, may be taken into account during the assessment of applications or in making the final decision to offer funding.

2.4   Applicant’s Responsibilities

It is the responsibility of the applicant to ensure that their application is complete and accurate. 

Make sure you keep a copy of your application and any supporting papers, either electronically or in hard copy, for your own records.

2.5   Liability Issues

The Department is not liable to the applicant in relation to the Selection Process, including without limitation, when the Department:

• varies or terminates all or any part of the Selection Process or any negotiations with the Applicant,
• decides not to acquire any or all of the services sought through the Selection Process,
• varies the Selection Process, or
• exercises or fails to exercise any of its other rights under, or in relation to the Application Guidelines.

2.6   The Department’s Rights

FaHCSIA reserves the right to amend these Application Guidelines by whatever means it may determine in its absolute discretion and will provide reasonable notice of these amendments. FaHCSIA reserves the right to mark any application ‘non-compliant’ if it has concerns about the genuineness of the information provided or where it feels the application has not been submitted in the spirit of the program as outlined in this document.

2.7   Disclaimer

The Department and its officers, employees, agents and advisors:

• are not, and will not be, responsible or liable for the accuracy or completeness of any information in or provided in connection with the Application Guidelines and Application Forms;
• make no express or implied representation or warranty that any statement as to future matters will prove correct;
• disclaim any and all liability arising from any information provided to the applicant, including, without limitation, errors in, or omissions contained in, that information;
• except so far as liability under any statute cannot be excluded, accept no responsibility arising in any way from errors or omissions contained in any information in the Application Guidelines and Application Forms; and
• accept no liability for any loss or damage suffered by any person as a result of that person, or any other person, placing reliance on the contents of the Application Guidelines and Application Forms, or any other information provided by the Department.

2.8   Fraud

FaHCSIA is committed to the Commonwealth Fraud Control Policy and Guidelines. Applicants should familiarise themselves with the Department’s Fraud Control Policy Statement which also underpins their respective fraud and risk minimisation responsibilities when dealing with the department. One key responsibility is to report all suspected fraud to the relevant contact officer and Fraud Control Manager within FaHCSIA.   

2.9   Personal Information

Any personal information you provide is protected under the Privacy Act 1988. The Department will not use any personal information for any other purposes unless required by law or you provide your consent to do so. The department will not disclose any personal information to any other organisation or to any individual unless required by law or you provide your consent to do so.