The Japan Foundation, Jakarta
Small Grant Program Guideline

The Japan Foundation, Jakarta
Global Partnerships
Small Grant Program2024

Program Guidelines

1The Japan Foundation, Jakarta
Small Grant Program Guideline

The Japan Foundation, Jakarta,
Summitmas II Building, 1-2 Floor. Jl. Jend. Sudirman Kav 61-62, Jakarta
Selatan 12190, INDONESIA
Tel: (021) 520-1266 Fax: (021) 565-5159
https://ja.jpf.go.jp/id/

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The Japan Foundation, Jakarta
Small Grant Program Guideline

1. OUTLINEThis program provides grants to cover partial expenses to implement GlobalPartnerships projects which promote deeper understanding of Japan or/and
encourage collaborations between Japan and Indonesia or East Timor.

2.

ELIGIBILITY AND DUTIES OF APPLICANT(1) Qualified Projectsa)

Projects concerning common social issues in Southeast Asia and Japan
International exchange to promote deeper understanding and dialogue toresolve social issues of mutual concern among Southeast Asia and Japan, suchas conferences, publications, webinars, workshops, and intensive courses.

b)

Projects Strengthening relationship of trust between ASEAN and Japan
Encourage two-way exchanges and multi-faceted human networks between
ASEAN and Japan by promoting dialogue to create and share new knowledge,and promoting exchanges to deepen mutual understanding among people ofall ages.

c)Collaborative projects between Japan and Indonesia/East Timor
Collaborative projects between Japan and Indonesia or East Timor in the fieldof intellectual exchange in Asia which aims to conduct collaborative projects,
such as joint research, international conferences which are jointly conductedby institutions or professionals based in Indonesia and Japan, and exchange
project at grasroots or regional levels. Bilateral collaborative projects andmultilateral projects that involve countries other than the target areas are alsoeligible.

3The Japan Foundation, Jakarta
Small Grant Program Guideline(2) Prioritiesa) Projects which promote deeper understanding of social issues in Southeast Asiaand Japan among the people of Indonesia and this region.
b) Projects which promote and enhance global partnerships between Indonesia andJapan.
c) Joint-research and conferences whose results will be published.
d) International cooperative projects that are to be conducted between two or more
institutions.
e) Projects with elements of collaborations between Japan and Indonesia or EastTimor.
f)

Projects which will expand the networks of professionals/ researchers/institutions.

g) Projects with high potential for the development into sustainable projects.
h) Projects with innovative approaches or pioneering elements in the themes andcontents.
i)

Projects whose outcomes have a lasting significance within relevant fields, rather
than being a one-off event.

j)Projects which contribute in developing a foundation for international exchanges
by nurturing those who can take the lead in international exchange between
Japan and Indonesia or East Timor.

(3) Eligibility4

The Japan Foundation, Jakarta
Small Grant Program Guidelinea) Applicants shall be non-profit organizations (e.g. universities, non-profit culturalinstitutions, NGO/NPOs) or professionals or experts located in Indonesia or EastTimor.
b) Applicants shall cover a part of the cost.
c) Projects should be implemented and completed by March 1st, 2025.
d) Applicants must agree on the obligations specified in the article 7 below.
e) Applicants must have a bank account capable of accepting grants from the JapanFoundation, Jakarta. The bank account may also be opened before remittance.

(4) Non-eligibilitya) Applications from for-profit organizations are not accepted.
b) The following projects are not eligible.
Projects dealing solely with topics in the field of natural scienceCommercial activities, missionary activities, political activities, and election
campaigns

Activities in support of specific doctrines or claims

Capital fund and endowment drives, debt reduction, donations, public relations
campaigns, advertising, creation or support of awards or grants

Purchase of land

Design, construction, or maintenance of buildings or monuments



Projects that focus on developing weapons and military technology

Procurement of equipment

Activities which do not have any specific relation to Japan in terms of theme orguest.

5The Japan Foundation, Jakarta
Small Grant Program Guideline(5) Duties of Applicantsa) Applicants must be able to run the project with full respect to the local laws,regulations and health protocols, as well as to fulfill the responsibility that comesfrom receiving support from governmental funding. It is the applicant’s duty toconduct clear accounting, publicity, and reporting.
b) The grant will only cover partial costs of the project: the grant will NOT cover
100% of the cost. Projects must be based on cost-sharing, and applicants areencouraged to find other resources along with this grant, such as sponsors,grants, donations, revenue generation (e.g. ticket sales) and participation fees,
as well as the applicant’s own funding.
c) If it is necessary to apply for a visa for professionals or experts, the applicant
must fulfill the duty of obtaining it for the professionals or experts as well aspermits from the local authorities for hosting the event, wherever applicable.
d) Applicants must NOT be receiving any support from other Japan Foundation
resources for the same project, including grants from the Japan Foundation
headquarters’ grant in Tokyo, and local grants from other Japan Foundation
country offices.
e) Any recurring application from the same applicant in the same fiscal year will not
be considered.
f)

In principle, grants will not be provided to organizations that have received
support as part of the same program for three consecutive fiscal years, unless
the Japan Foundation, Jakarta assesses that there is strong justification for the6The Japan Foundation, Jakarta
Small Grant Program Guideline

continuation of the project. While it is possible to apply for the grant for the same
program for the fourth consecutive year, low priority is given to such applicants.

3. GRANT COVERAGE(1) Grants will be given on a cost-sharing basis.
(2) The grant amount will be decided upon consideration of each project’s scale andnecessity.
(3) The Japan Foundation, Jakarta contribution will be averaged IDR 50,000,000
for each project, but the actual grant amount may be lower or higher than thisamount. If requesting a much larger sum than this approximate average, theapplicant should be prepared for two eventualities: (a) the project may berejected since it is deemed to be beyond the scope of the Japan Foundation,
Jakarta to support it; or (b) the project may be supported but at a much lower
level than requested.
(4) The contribution of the Japan Foundation, Jakarta is limited to the expenses
actually paid in the following budgetary items during the period of grant:Transportation: international and/or domestic transportation expenses

Honorarium/wages (for the professionals, researchers, collaborators, guest
speakers, guest lecturers, assistants, interpreters)Accommodation expenses



Purchase of research materials

Production of catalogs, brochures, leaflets, proceedings, and reports

Rental fees for venue and equipment.

7The Japan Foundation, Jakarta
Small Grant Program Guideline(5) The Japan Foundation, Jakarta’s grant cannot be used for the following
items.


Salaries, and social welfare expenses for the regular employees of theapplying institutionBanquet and entertainment feesTelephone, fax and postage costs

Office Supplies

4. APPLICATION PROCEDURES AND DEADLINE
Please submit a set of application documents by email to studijepang@jpf.go.jp.
Submission of printed applications (hardcopy) is NOT acceptable.
JFJA

GlobalPartnerships

SmallGrant

Application

Formcanbeaccessed

https://ja.jpf.go.jp/id/smallgrant-gp/[Application deadline]
1st Round: Call for application June 15th to July 31st, 2024
⇒ Projects which will be implemented after September 1st, 2024 are applicable
2nd Round: Call for application August 1st to September 14th, 2024
⇒ Projects which will be implemented after November 1st, 2024 are applicable

Attachment of additional documents about applicants and the details of projects arehighly recommended.

8The Japan Foundation, Jakarta
Small Grant Program Guideline

5. NOTIFICATION OF THE GRANT DECISION
Applicants will be notified of the results of the screening within one month of thedeadline by the Japan Foundation, Jakarta.

6. PROCESS OF EXECUTIONWhen the grant approval is awarded, the amount of the grant will be paid inaccordance with the Notice of Grant Approval and the Terms and Conditions ofGrant.

The grantee must submit the Final Report about the activities and summary ofexpenditures, etc., at the latest one month after the project has been completed.

The amount of the grant will be subject to final adjusment upon review of theFinal Report.

*For projects which include overseas travel from Japan, there will be an additional
selection process regarding health protocols. For more details, please see Article 7,(2).

7. OBLIGATIONSThis grant project is governed under the regulations of the Japan Foundation
including “Law for the Proper Execution of a Budget Relating to Subsidies” (Law No.
179 of 1955) as well as relevant Indonesia laws.

Before the implementation of approved project9

The Japan Foundation, Jakarta
Small Grant Program Guideline

If the grantee wishes to change any of the following:a) Project design and line-up of invited guests (esp. Japanese resourcespeakers/artists);b) Distribution of funds within the overall budget covered by the grant (limitedto those expenses covered by grant);c) Implementation schedule (postponement or cancelation);d) Change of venue, etc.
the grantee shall promptly coordinate with the assigned staff of the JapanFoundation, Jakarta. A written approval from the Japan Foundation, Jakarta must
be obtained first before the grantee will make any changes to the approved
project.

During the implementation of approved project:(1) Any material that is created pertaining to the subsidized project shall clearly
indicate that it was subsidized by the Japan Foundation. The Grantee shallacknowledge the Japan Foundation, Jakarta’s financial support by using theJapan Foundation logo mark in its publicity document or exercise.
(2) The Grantee shall conduct a survey (online/onsite/hybrid). The JapanFoundation, Jakarta will provide a survey template if needed.
(3) The Japan Foundation, Jakarta has the right to demand a progress reportfrom the grantee regarding the subsidized project during the implementationof the project from the grantee if such a report is considered necessary.

10The Japan Foundation, Jakarta
Small Grant Program Guideline

Upon the completion of approved project(1) Within thirty (30) days after the project is completed, the Grantee will be
required to submit a Project Report, including:a) A financial report to the Japan Foundation, Jakarta with complete originalreceipts. If the Financial Report, receipts and other supporting documents
are not in accordance with the application, or violates Grant Terms andConditions, the decision may be revoked and the applicants may berequested to return the provisional amount. This grant will NOT cover thecost which was not proposed in the application. In principle, expenditures foritems other than the approved applied amount or changes in allocation ofgrant among approved applied item(s) are NOT possible.
b) A Survey result of audience/participants.
c) Copies of links to access photo/video documentation or photo/video outputs.
The links must be incorporated in the narrative report.
d) Public relations materials.
e) Press coverage / articles (if any)
(2) When the Japan Foundation, Jakarta has received a report relating to thecompletion of the subsidized project, the Japan Foundation, Jakarta shall
examine, by reading the report and through other means, and, if necessary,by conducting on-site investigations and other activities, whether the resultsof the subsidized project conform to the content of the decision to award a
grant and the conditions attached. When the Japan Foundation, Jakarta
recognizes that the results are in due conformity, the Japan Foundation,
Jakarta shall confirm the amount of the grant to be awarded and inform the11The Japan Foundation, Jakarta
Small Grant Program Guideline

grantee of the amount by delivering a Confirmation of Grant Payment
document to the grantee.
(3) When the amount of grant has been confirmed in accordance with theprovisions in the above paragraph, a comparison will be made between thereal expenditures that are covered by the grant and the amount of grant thathas been decided shall be awarded, and whichever is the lower figure will be
the amount of grant that is awarded.

8. DISCLOSURE OF INFORMATION(1) As to projects we support, information such as the name of the applicant andproject descriptions might be made public on the Japan Foundation’s public
relations materials.
(2) When we receive a request for information based on the “Law Concerning theDisclosure of Information Held by Independent Administrative Institutions, etc.”(Law No. 140 of December 5, 2001), as a general rule, submitted application
forms and related materials will be disclosed, except for information stipulatedby the law as something not to be disclosed.

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