FAQs and Best Practices

Frequently Asked Questions (FAQs)

To assist applicants in navigating the YSEALI Seeds for the Future 2025 application process, we have compiled answers to some of the most common questions:

Eligibility and Team Composition

Q1: Am I eligible to apply if I am a citizen of one of the ASEAN countries, but have been living outside of ASEAN?

A: Yes, anyone who is a citizen of one of the ASEAN countries is eligible to apply, regardless of where they currently reside.

Q2: Am I eligible to apply if I am NOT a citizen of one of the ASEAN countries, but have been living in ASEAN for a long time?

A: No, you must be a citizen of one of the ASEAN countries or Timor-Leste to be eligible for this grant.

Q3: Can team members be from different countries?

A: Yes, teams can be composed of members from different ASEAN countries or Timor-Leste. Essential team members (Team Leader, Finance Manager, Project Coordinator) must meet the citizenship, age, and YSEALI membership criteria. Additional team members can be from other countries and serve in supportive roles.

Q4: Can applicants older than 35 be part of the team?

A: Yes, individuals over 35 can contribute as additional team members but cannot occupy essential roles (Team Leader, Finance Manager, Project Coordinator).

Q5: Do all team members need to be YSEALI members?

A: All essential team members must be registered YSEALI members. Additional team members are encouraged but not required to join.

Application and Proposal

Q6: Can we apply for YSEALI Seeds for the Future if our project is already running?

A: Yes, especially if your project is in the early stages and needs funding to scale or increase impact. Projects should demonstrate potential for sustainability beyond the funding period.

Q7: What is the maximum funding we can request?

A: You can request up to $12,000 USD. Requests exceeding this amount will be disqualified.

Q8: What are the needed details for the resumes of leadership? Is there a template that we can use?

A: There is no specific template required. Resumes should be up to 2 pages and focus on relevant experience, leadership roles, and involvement with YSEALI or similar initiatives. Avoid including irrelevant details to maintain clarity and relevance.

Q9: Do we have to write about other grants we are applying for in our proposal?

A: It is not mandatory, but mentioning other grants can strengthen your application by showing additional support and financial backing. If you choose to include this information, ensure it clearly explains how additional funding will complement your project.

Budgeting

Q10: Can funds be used to purchase equipment like laptops?

A: Generally, large equipment purchases like laptops are discouraged unless essential for your project and strongly justified. Requests will be evaluated on a case-by-case basis.

Q11: Are there guidelines on how much we can allocate to each budget category?

A: While there’s no strict percentage, ensure that expenses are reasonable and directly support project activities. Ideally, allocate up to 20% of your budget per category. However, some projects may require more allocation to specific categories (e.g., travel-heavy projects). Ensure overall balance and relevance.

Q12: Can we include stipends or per diems for volunteers or speakers?

A: Yes, reasonable stipends or per diems are allowed. They should be justified and standard for your region.

Q13: Can funds be used to cover allowances for government employees participating in the project?

A: Yes, reasonable allowances for government employees participating as speakers or volunteers are allowed, provided they do not violate your country’s regulations and do not relate to political activities.

Q14: Can funds be used to buy computing services?

A: Yes, if you need services like web hosting or online advertising. Purchasing physical computers is generally not allowed unless essential.

Q15: Can funds be used to rent a room for a workshop once or twice?

A: Yes, renting a room for specific project activities is allowed and not considered an overhead expense.

Q16: Can funds be used to buy office appliances? Is renting a room for a workshop considered an overhead expense?

A: Generally, office appliances and overhead expenses like rent or utility bills are not allowed unless directly related to specific project activities (e.g., renting a room for a workshop).

Project Implementation

Q17: Can our project be implemented in a short duration within the funding period (e.g., March – April 2025)?

A: Yes, but you must demonstrate how you will achieve meaningful impact within that timeframe and ensure sustainability beyond the project period. Projects are primarily expected to operate between March and November 2025.

Q18: How important is the project name and branding?

A: Very important. A strong project name and brand identity can make your application stand out. While having a logo or fancy website is not mandatory, developing these can enhance your project’s professional appeal.

Q19: How do I demonstrate sustainability beyond the funding period?

A: Outline a clear plan for how the project will continue to operate and impact the community after the grant period ends. This could include strategies for securing future funding, building local capacity, or integrating the project into existing community structures.

Q20: Can you explain the difference between scalable, sustainable, replicable, and train the trainer?

A:

  • Scalable: The project has the potential to grow from a small initiative to a larger one, increasing its reach and impact.
  • Sustainable: The project can maintain its operations and impact over the long term without ongoing external funding.
  • Replicable: The project can be reproduced or adapted in different communities or regions.
  • Train the Trainer: The project includes a model where trained individuals can continue to train others, creating a multiplier effect.

Q21: Does YSEALI Seeds for the Future prefer projects at the initial development stage or those scaling up existing initiatives?

A: Both are acceptable. The key is that the project is convincing, innovative, and aligns with YSEALI Seeds for the Future objectives. Whether you are developing a new project or scaling an existing one, ensure it demonstrates feasibility, sustainability, and potential for significant impact.

Use of AI Tools

Q22: Will using AI tools affect our application negatively?

A: No, using AI tools for assistance is acceptable. However, you must disclose their use and ensure that all ideas and content are original.

Post-Submission

Q23: How will we know if our application was successfully submitted?

A: Upon submission, you will receive an on-screen confirmation and an email notification regarding your application’s status.

Q24: When will we be notified of the application outcome?

A: Shortlisted teams will be notified by November 25, 2024. Final selection results will be communicated by January 20, 2025.

Additional FAQs

Q25: Will the webinar video be uploaded to YouTube immediately?

A: Yes, the recording will be uploaded within the day to the Biji-biji Initiative YouTube channel.

Q26: Will the PowerPoint slides from the webinar be uploaded to YouTube?

A: Yes, slides will be sent via email to all participants who registered with their email addresses and will also be available on the Biji-biji Initiative YouTube channel.

Best Practices for a Successful Application

Understand the Program

  • Thoroughly Read Guidelines: Ensure you fully understand all requirements and expectations.
  • Align with Core Themes and SDGs: Clearly demonstrate how your project supports these areas.

Prepare a Strong Proposal

  • Be Specific and Concise: Provide clear, detailed explanations within word limits.
  • Demonstrate Need and Impact: Use data and evidence to support your problem statement and proposed solution.
  • Show Innovation: Highlight unique aspects of your project.

Team Collaboration

  • Leverage Diverse Skills: Build a team with complementary expertise.
  • Demonstrate Commitment: Show that all team members are dedicated to the project’s success.

Budget Wisely

  • Justify Expenses: Ensure all budget items are necessary and directly related to project activities.
  • Avoid Disallowed Costs: Familiarize yourself with funding restrictions.

Follow Instructions

  • Adhere to Formats and Word Limits: Non-compliance may result in disqualification.
  • Proofread Carefully: Check for errors and clarity.

Seek Feedback

  • Review by Peers or Mentors: Get input from others to strengthen your application.
  • Learn from Past Grantees: If possible, connect with previous participants for insights.

Plan for Sustainability

  • Demonstrate Long-term Impact: Explain how your project will continue after the funding period.
  • Consider Scalability and Replicability: Show potential for growth or adaptation.

Common Mistakes to Avoid

  • Incomplete Applications: Ensure all sections are filled out completely.
  • Vague Descriptions: Be specific in detailing your project and its impact.
  • Ignoring Guidelines: Failure to follow instructions may lead to disqualification.
  • Late Submission: Submit before the deadline to avoid technical issues.

Next Steps

  • Review Application Requirements: Double-check all components before submission.
  • Finalize Your Proposal and Budget: Ensure they are polished and complete.
  • Prepare for Potential Interviews or Additional Requests: Be ready to provide more information if needed.