MITRA GRANT MANAGEMENT SYSTEM

Malaysian Indian Current Challenges

The importance of education is self-evident; people who have benefited from quality education generally have greater life opportunity, higher income, and better quality of life. Education increases the productivity and economic growth of a nation. It is also important in bringing about social, economic, and political inclusion. Education is particularly important to uplift the socioeconomic status of the B40 group. Although much has been achieved in the access to education, the overall status among Malaysian Indians reveals much room for improvement. Thus, the challenge is to ensure Malaysian Indian children and youths are given equal opportunities knowledge building, application and skill trainings.

Program Criteria

Compulsory Requirements

  • Incorporated under ROS/KBS/ROC etc.
  • Committee members must possess a minimum of 3 years’ experience in related field.
  • Human value and character building training must be incorporated in the programme module.

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  • Programme must be executed by the organisation’s members and volunteers and outsourcing is strictly prohibited
  • If the entity has previously received funds from SEDIC, the performance of the NGO/organisation will be taken into account in the evaluation process.

Optional Requirements

NGOs are responsible in:

  • Experience in carrying out activities at national, state or local level (as per requirement), with an in-depth understanding of the communities they serve.
  • Understanding issues of target groups being addressed.
  • Maintain a good relationship with stakeholders in priority areas to ensure the success of the programme.
  • Keep updated on current issues and policies introduced by the government with regards to education
  • Provide counselling, guidance and skills training to “handhold” the participants to achieve their objectives.
  • Trainers and speakers who are highly educated and professional officers such as experienced teachers, university lecturers and officials from departments of the Ministry of Education (MOE);

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How can you help?
  • Assists to improve the academic performance of Indian students specifically increasing the pass rate of UPSR, PT3 and SPM.
  • Assist to organise and strengthen ICT classes in schools throughout the country, especially for students from B40 families who have no access to ICT literacy outside of school.

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  • Assist to strengthen language proficiency among students so that they are fully prepared to enter mainstream education without having to attend the remove class.
  • Assist to reduce the dropout rate at primary and secondary levels.
  • Providing early guidance facilities related to TVET training and other niche skills training (based on industrial needs) for post-PT3, post-secondary education, dropouts, under achiever Indian families and prepare them for future jobs.
  • Collaborate with selected ministry (example: MOE, to act as strategic coordinators of programmes and information dissemination centers on opportunities at all colleges, universities, polytechnics and higher education institutions).
  • Create awareness amongst Malaysian Indians of educational opportunities in government institutions.
  • Assist the Malaysian Indian community especially the B40s who have the capacity to increase their ability to have a good education.
  • Encourage the importance of education among Malaysian Indians especially for low-income families

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Program Output & Outcome

(OUTPUT)

  • The number of Indians students benefiting in capacity building and outreach programmes and seminars
  • Increase in the number of youth participation in seminars and outreach programmes.
  • Increase in enrolment of children aged 4, 5, 6 into MITRA preschool program

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  • Increase in the performance rate of Indian students from SJKT.
  • Increase in the number of intake into public tertiary education institutions.

(OUTCOME)

  • Reduction in the number of Indian students in remove class and number of Indian students in disciplinary case.
  • Optimal admission rate of Indian students into public/private tertiary education institutions
  • Reduction in dropout rate amongst IB40 children at the primary and secondary level.
  • Improved quality of life among the Indian youths with high educational attainment
  • Reduction of youth and children’s involvement in juvenile crimes.
  • Improvement in the number of intake among Indian students to all colleges, universities, polytechnics, TVET training institutes and other higher education/institutions to achieve a minimum 10% target set by the Government.
  • Improved B40 community education standards.
  • Reducing the achievement gap in UPSR, PT3 and SPM subjects among Indian students in SK compared with their peers in SJKT, and SJKC

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ONLINE APPLICATION

MANUAL APPLICATION

2019 MITRA FINANCIAL GRANT APPLICATION GUIDELINES

TERMS & CONDITIONS

APPLICATION GUIDELINES

FOR FINANCIAL GRANT ALLOCATION PROGRAMME OF MITRA

2019

 MALAYSIAN INDIAN TRANSFORMATION UNIT (MITRA)

PRIME MINISTER’S DEPARTMENT

 

BACKGROUND

This Programme Application Guidelines aims to guide Organizations that receive Financial Grant from the Malaysian Indian Transformation Unit (MITRA) on the application procedures and responsibilities in managing the Grants of Socio-Economic Capacity Development Programme, designed for the target group of MITRA.

 

OBJECTIVE

This Guideline is intended to provide general disclosure and explanation to any Non-Governmental Organizations (NGOs) on the implementation of socio-economic capacity development programmes jointly organized by MITRA. In addition, this guideline is also one of the steps taken by MITRA to ensure that application can be submitted smoothly and transparently. Hence, this guideline needs to be carefully studied before application is made.

The objective of MITRA’s Financial Grant for the year 2019 is to implement strategic intervention programmes by MITRA together with NGOs in order to intensify the transformation efforts of the Indian community, especially the B40s towards a development which is in line with the national development and consistent with Pakatan Harapan’s Manifesto.

MITRA’s Financial Grant 2019 basically welcomes any creative proposal and innovative solutions that empowers the Malaysian Indian community towards addressing economic and social issues for the long-term and sustainable development of the Malaysian Indian community.

 

MAIN PILLARS OF MITRA

MITRA, one of the agencies under the Prime Minister’s Department functions through six main pillars that are imperative in thrusting the organization’s action plan to ensure that the basic needs of the Malaysian Indian community are protected and secured. The six main pillars of MITRA are as follows:

  • Policy & Planning
  • Education & Training
  • Economy & Career
  • Welfare & Social Development
  • Identity & Inclusiveness
  • Special Project

 

GENERAL TERMS AND CONDITIONS

MITRA’S FINANCIAL GRANT APPLICATION

  • This Guideline is a part of the terms and conditions of application ought to be referred by NGOs who wish to apply for the 2019 MITRA’s Financial Grant;
  • NGOs who are driven by the spirit to bring about economic and social reformation to the Indian community of Malaysia, especially the B40s are encouraged to apply for this grant;
  • These Terms are conclusive and legally binding once the NGOs submit proposals to apply for the Financial Grants of MITRA and thereupon, the NGOs voluntarily accept and agree to fully abide by these Terms;
  • MITRA reserves the right not to consider any application found to have violated the Terms or Guidelines pertaining to MITRA’s Financial Grants;
  • MITRA reserves the right to revise these guidelines at any time without prior notice. In the event that any changes are made, the revised guidelines will be updated on MITRA’s official portal, that is mitra.gov.my. It is the responsibility of the participating NGOs to refer only to the latest guidelines posted herein;
  • NGOs are responsible to notify MITRA in writing through the Director General of MITRA if there is any change in the address or latest information of NGOs, for the purpose of communication and data maintenance; and
  • NGOs must comply with all the terms and conditions set out in the Application Guidelines for Financial Grant Allocation Programme of MITRA as well as the Letter of Agreement that will be signed between NGOs and MITRA.

MAINTENANCE OF MITRA’S FINANCIAL GRANT ALLOCATION

  • It is COMPULSORY to utilize the Financial Grant of MITRA only for the purpose of implementing the programme set by MITRA where a formal agreement will be agreed upon and signed by the NGO.
  • The allocation given is only for the year 2019. If it is not utilized during this period, the allocation will be withdrawn or returned voluntarily by the NGO; and
  • The received allocation MUST be kept in a separate bank account.

 

SPECIFIC TERMS AND CONDITIONS

ELIGIBILITY

NGOs with extensive experience in the socio-economic issues of the Indian community in Malaysia and are legally registered with the following government registrars are eligible to apply for the MITRA Financial Grant of 2019:

  • Registrar of Societies Malaysia (Jabatan Pendaftaran Pertubuhan Malaysia);
  • Companies Commission of Malaysia (Suruhanjaya Syarikat Malaysia);
  • Ministry of Youth and Sports (Kementerian Belia dan Sukan);
  • Ministry of Health Malaysia (Kementerian Kesihatan Malaysia);
  • Malaysia Co-operative Societies Commission (Suruhanjaya Koperasi Malaysia); and
  • Other relevant agencies.

MITRA will also give due consideration to individuals / entities with innovative and practical solutions to address the economic and social issues, that will have a positive impact on the Malaysian Indian community and enhance the long-term sustainability and development of the Malaysian Indian community as a whole.

 

APPLICATION PROCESS

  • The application process of the MITRA Financial Grant 2019 involves two levels where in the first level the NGO must submit an application online or manually using the format set by MITRA either in Malay or English language only.
  • In the second level on the other hand, successful applications will be shortlisted and if necessary, NGOs must be physically present at MITRA’s office in order to present the project proposal in detail to MITRA, either in Malay or English language.
  • The process in paragraph 2 above is an optional and non-compulsory step for which MITRA may choose not to execute it and opt for other alternative methods such as telephone, teleconference, video call or any appropriate method.
  • Online or manual application MUST be made by a member of the high committees (EXCO) of the NGO which is the Chairman, the Vice-Chairman, the Secretary or the Treasurer.
  • The use of outsourcing such as consultants by NGOs in the process of application, presentation and implementation of the programme is STRICTLY PROHIBITED.
  • MITRA shall not be held liable for any physical submissions received before and after the stipulated time for grant application, for any reason whatsoever.
  • MITRA reserves the right to amend the duration of application and evaluation of MITRA’s Financial Grant application for 2019.
  • In the event of change in the duration of application after being reviewed by MITRA, the new timeframe will be updated on MITRA’s official portal which is mitra.gov.my and the announcement will be interpreted as MITRA’s official notification.
  • Incomplete applications and / or submission of applications after the closing date will be declared illegal, disqualified and will NOT be considered at all.
  • NGOs can submit only ONE (1) application (online or manual) under only ONE (1) For any NGO that is found to have applied via different pillars for the same programme, then MITRA will only consider the last application. MITRA also has the absolute right NOT consider both applications at all.
  • If NGOs are unsure of the details entered in the online application, MITRA has given the option to ‘Save and Continue Later’ to save the application form and update it before submission later.
  • The first online or manual submission is considered final. Re-submission of application (online or manual) after the first submission (online or manual) will not be accepted, entertained, and processed by MITRA.
  • If MITRA’s attempt to contact the NGO for the purpose of informing or obtaining additional information is not properly responded to within five (5) working days, the NGO will be deemed withdrawn from the application.
  • In the circumstances mentioned in the paragraph above, MITRA, with absolute discretion has the option of selecting any other NGO to replace the withdrawn NGO.
  • The application must be an original proposal paper of the NGO where NGOs must have all the rights, title and interest in the proposed programme and the concepts set forth in the application. Ownership of programme concepts and related materials submitted to MITRA for evaluation purposes must be kept a copy by the NGO.
  • NGOs should inform MITRA in case if there is any patent or copyright issues in the application. The NGO is responsible for obtaining any necessary permissions or licenses before including the matter in this application. MITRA fully denies all liability and / or responsibility for any violation of the truth or license by the NGO in the process.
  • Applications may be rejected at MITRA’s sole and absolute discretion despite NGOs meeting all the general and specific criteria.
  • It is NOT OBLIGATORY for MITRA to state the reasons for rejection to any party, including the NGO who submitted the application.
  • DECISIONS TAKEN BY MITRA IS FINAL and any appeal on the application shall not be entertained.
  • The NGOs that are shortlisted for the second level are required to submit declaration of solvency and confirmation of good financial position when announced as a grantee.
  • NGOs MUST inform MITRA immediately on any change that may possibly abolish NGO’s position and solvency.
  • In the event of false information being detected, MITRA reserves the right to reject the application immediately and any appeal shall not be entertained at the sole and absolute discretion of MITRA.
  • In such a situation, MITRA has the sole and absolute discretion to disqualify a successful application while electing as the grantee an alternative applicant from the reserve group who was also evaluated at the same time.

 

CONFIDENTIALITY

  • All documents and materials submitted by NGOs are considered confidential information.
  • MITRA is the sole and exclusive proprietor of all rights, title and interest arising under the initiative proposed by NGOs. Access to the submitted material will be limited to the Financial Grant Selection Committee as well as officers of MITRA who are involved in the selection process.
  • By submitting this financial grant application, NGOs agree to authorize automatically and / or via written permission for MITRA to conduct background checks on NGOs as one of the steps in the application evaluation process.
  • MITRA reserves the right, at its sole discretion, to disqualify any NGO that fails to authorize the background check.
  • If the outcome of the background check for any of the NGO is unsatisfactory, MITRA reserves the right to reject the application of the said NGO. If deemed necessary, MITRA reserves the right, at its absolute discretion, to notify the relevant NGO that background is the reason for disqualification.

APPLICANT’S RESPONSIBILITIES

  • NGOs should submit detailed proposals and projected expenditures for the programmes proposed to MITRA, to obtain approval within the timeframe explicitly provided by MITRA.
  • Once MITRA approve the programme proposals and projected expenditures, bipartite Financing Agreements (FA) will be signed by MITRA and NGOs.
  • The NGO may only initiate the programme and / or bear any costs relating to the programme after the FA has been successfully signed between MITRA and the NGO. MITRA shall not be held liable for any costs incurred by successful applicants before signing the FA.
  • All costs associated with the proposed programme MUST have accurate and valid invoices, receipts, and other payment documents that MUST be kept carefully as a record of the programme’s spending details that should be submitted to MITRA upon request at any time.

RECEIPT OF GRANTS BY SUCCESSFUL APPLICANTS

  • For any program or initiative approved by MITRA, successful NGOs (“Grantees”) will receive funds in stages, as per the payment schedule set out in the FA signed by MITRA and NGOs.’
  • The Grantees shall complete the proposed programme within the period agreed by MITRA and submit reports, invoices, receipts or other proof of payment for the project to MITRA according to the date stated in the FA, in order to receive the grant in phases as stated in the FA.
  • If the actual expenditure of the proposed programme is less than the estimated budget, MITRA, at its absolute discretion reserves the right to reduce the amount of financial grants agreed in the FA at any time.
  • Any discrepancies identified by MITRA in the reports, invoices, receipts or other proof of payment may result in the withdrawal or cancellation of the financial grant.
  • Grantees are required to pay all damages to MITRA from any damages, claims, liabilities, losses, costs, and expenses (including, but not limited to, reasonable attorney’s fees) arising out of any way from breach of their obligations, warranties or representations under the terms or guidelines provided as part of the initiative.
  • In the event that the Grantees cannot implement the program that has been agreed upon in the FA, the Grantees must provide a formal explanation in writing to MITRA to justify the causes for their inability to continue the program.
  • If the justification is convincing, the Grantees need to return the full or partial funds by check / bank transfer. On the other hand, if the justification is not convincing, the Grantees will be invited to the office of MITRA for a detailed discussion before taking the decision of either to return the full or partial or any other action that MITRA considers appropriate.
  • The Grantees are completely responsible for the sincere and transparent use of the allocations that are provided, to achieve the objective of MITRA’s Financial Grant and in the event of any misuse of the grant, disciplinary action will be taken against the Grantees at the sole discretion of MITRA.

 

GENERAL GUIDELINES FOR ONLINE APPLICATION

  • To ensure the application process of MITRA’s Financial Grant for the Year 2019 is implemented systematically and to cater for the high number of applications, MITRA has launched an online application through the official portal of MITRA, JPM namely mitra.gov.my.
  • Priority will be given to NGOs that submit complete application through online applications that are more systematic and transparent, without prejudice. Therefore, NGOs are encouraged to apply online / online.
  • For new applications, NGOs must first register for an application account on the account registration page. NGOs need to have NGO email account before they can register for an account. Upon registration, an account activation confirmation email will be sent to the email address of the NGO.
  • NGO representative should click on the link in the email to activate the account. (Note: Make sure the correct and valid e-mail account is entered during the account registration. Each NGO is allowed to submit one application only.)
  • Once the applicant’s account has been activated, NGOs may use the ID and password that were entered during the account registration to Log in to the Grant Management System (GMS) to fill out the application form.
  • If NGOs are unsure of the details presented in the online application, NGOs are given the option to ‘Save and Continue Later’ to store and update the application form later before submission.
  • The application form submitted by the NGO, including those submitted before the official closing date, will be processed by MITRA. Therefore, once submitted the application form can not be updated.
  • NGOs are allowed to update their application form from time to time ONLY if the NGO has not submitted the application form yet.
  • REMINDER: ONCE SUBMITTED, THE APPLICATION FORM CAN NOT BE UPDATED.

 

GENERAL GUIDELINES FOR MANUAL APPLICATION

  • If NGOs wish to apply manually, NGOs must download manual form of MITRA’s Grant Application 2019 from the official portal of MITRA that is mitra.gov.my.
  • MITRA’s Financial Grant Application Form has been prepared in the form of Microsoft Word. This means that NGOs can fill the form systematically and can add columns and lines. However, the format and the entire structure of the form CAN NOT be changed.
  • It is COMPULSORY for NGOs to attach all the necessary support documents as follows:
    • A copy of the registration certificate of the organization.
    • A copy of Annual General Assembly Account Summary (submitted to ROS / ROC / KBS)
    • A copy of Annual General Meeting Activity Summary (submitted to ROS / ROC / KBS).
    • A copy of NGO’s bank statement (recent 3 months)
    • A copy of certificate / award (such as the Merdeka Award etc.)
    • Copies of journals / newspaper articles / books (if applicable)
    • 3-minute video clip by NGO EXCO (please justify your application either in Bahasa Malaysia, English or Tamil in the form of YouTube link – please make sure privacy is set).
    • Speaker / Facilitator Certificate (If applicable)
  • It is COMPULSORY for the NGOs to submit the completed application form and supporting documents that have been printed to MITRA OFFICERS ONLY at MITRA OFFICE before the application closing date (please refer to the MITRA Official Portal for the date of application).
  • Incomplete applications will NOT be ACCEPTED by MITRA officers where the application form will be returned to the NGOs.
  • MITRA officers will ensure that the application form is checked before receipt. Only application forms that are complete will be accepted by MITRA officers for the selection process.
  • Submission of postal application WILL NOT BE ENTERTAINED and NGO (EXCO only) MUST be present at MITRA’s Office for the submission of application at the following address:

MALAYSIAN INDIAN TRANSFORMATION UNIT (MITRA)

Prime Minister’s Department,

Level 4, Block D5, Complex D, Precint 1,

Federal Government Administrative Centre

62530 FEDERAL TERRITORY OF PUTRAJAYA

MALAYSIA

 

CONCLUSION

  • MITRA hopes that with the availability of this APPLICATION GUIDELINES FOR FINANCIAL GRANT ALLOCATION PROGRAMME OF MITRA 2019, the process of NGO application will run smoothly and transparently.
  • MITRA believes that with this Financial Grant of MITRA, the Indian community of Malaysia will gain benefits and be directed towards a more constructive transformation with the help of NGOs.
  • Last but not the least, MITRA wishes to extend its deep gratitude for your generous cooperation. All the best and have a smooth and pleasant application process.
I AGREE