Apply for a grant

From March this year, the Community Languages Schools Program (CLSP) portal will open for the submission of grant and award applications.

The portal will offer language schools:

  • the ability to update organisation details and upload documentation
  • paperless documentation and processes
  • notifications, status and payments tracking.

Existing schools

We will be communicating with existing schools about the Community Languages Schools Program portal grants application opening dates. Heads of Organisations, School Contacts and Public Officers should keep an eye out for email communications from the Program with more information about licencing arrangements and resources for using the portal.

New schools

If you are a community organisation that is looking to apply for the first time, you will be able to submit an Expression of Interest (EOI) via the new portal once it launches in March.

As part of your EOI you will be required to submit:

  • contact details of members of the management committee
  • names of teachers, where relevant, their qualifications.

You will also be required to upload a number of documents so we can assess your eligibility. These can be found listed below.

Documents required for a new school EOI

  • Constitution
  • Certificate of Incorporation from the Department of Fair Trading 
  • ABN/GST Registration 
  • Public Liability Insurance Certificate 
  • Workers Compensation Insurance Certificate, Exemption letter from lawyer or accountant, or Statutory Declaration
  • Bank Details on the Organisation Letter Head 
  • Teaching Program

Once we have received and reviewed these documents, we will communicate further with you about the next steps for applying for a grant.

Please note when accessing the new portal, we recommend using Google Chrome for optimum performance.

Resources for accessing the portal

How-to videos

Expression of Interest Registration
This video is relevant for new organisations wishing to register with the Community Languages Schools Program before applying for a grant. It will guide you through how to apply for an Expression of Interest (EOI) through the Community Languages Schools Program portal.

Community Languages Schools program new portal. For the best experience using the Community Languages Schools program, new portal, it is recommended to use Google Chrome.

Quick reference guide, one expression of interest registration. Before you begin, please have the required documentation available before starting the expression of interest registration. Constitution, certificate of incorporation from the Department of Fair-Trading, ABN/GST registration, public Liability insurance certificate, worker's compensation insurance certificate or exemption letter from a lawyer or accountant or STAT Declaration, Bank details on the organisation letterhead and teaching program.

Please note you can only upload these file types highlighted here. This process does not allow you to stop and save along the way.

Once started, you must go through the whole process before you can submit. The process should take approximately 20 to 30 minutes to complete.

On the quick reference guide, there is a link for the Community Languages Schools program portal. Click on the link here where my cursor is showing. The link should take you to this portal page.

Then you need to click on the expression of interest link on the top here. Click the link, you'll be taken to this page.

Please review the documents required and ensure they are available before starting the expression of interest process. Then click Next. You will be taken to this registration page.

Enter the organisation name and Australian Business Number details. A valid ABN must be provided, and the organisation name must be associated with the ABN provided.

Please note that an error message will display and you will not be able to proceed if the organisation is already registered with the program or the organisation has already submitted an expression of interests, which is under review and has not yet been approved or rejected, or an invalid ABN is entered or the entered ABN is not associated with the entered organisation name, the organisation name and ABN must be an exact match to what is listed on the Australian Business Register.

Do not enter spaces in the ABN field. If you are having any problems entering your organisation name and ABN, please go to the Australian Business Register.

Look up your organisation name and your ABN number. They need to be typed in the new portal the way they are in the Australian Business Register.

Once you enter your organisation name and your Australian Business Number with no spaces in the number exactly the way it is on the Australian Business Register, then you click Next.

You'll be taken to this registration page where you need to enter all the details on this page. First, your incorporation number.

Just make sure you enter your own corporation number, what type of legal status does the incorporated registration organisation have? And there's a dropdown menu where you can choose the right one.

Then you need to enter your year of registration and then the date of establishment, public liability insurance, policy number, public liability insurance policy, expiry date, worker's compensation insurance number.

If you have it, please note this is not a compulsory field. All the other asterisks, the red asterisks are all compulsory fields.

You enter your worker's compensation insurance policy expiry date, then your language. Let's just choose the first one and then your website if you have one.

There's two check boxes that you need to click or keep not checked. The first one is the school's principal aim the teaching of languages.

This does not include English language, so you need to check that box. Does this school show close links with a community whose first heritage language is not English?

Check the box as well. Then you scroll down the page. You need to enter the address, the suburb and your postcode.

You need to enter your state electorate. There's a dropdown list where you can choose from. If there's a postal address, you need to enter it here, but please note this is not a compulsory field.

Please note that GST registered checkbox is automatically updated based on the GST registration status of the provided ABN.

The checkbox will be ticked if it is GST registered. Once you complete this page, then you need to click next.

Then it will take you to your key organisation contacts. Here you need the head of organisation details. Firstly, you choose the title and then you enter all of those compulsory fields, email address.

Then you need to put down a contact phone. This could be either a landline or a mobile number and then a mobile number if there's one as well.

Then you scroll down the page to the coordinator of language program. You click their title, you enter their position, their email address, their mobile number, and then a contact number.

And this could be a landline or a mobile number as well. Then you scroll down to the public officer. You choose their title and their name and their last name and so on, the position and so on.

So their position would be public officer, their email address, their mobile number and the contact number. And this could be a landline or a mobile number as well.

Please note that an error message will display, and you will not be able to proceed if duplicate emails are provided for the contacts or duplicate first name and last name are provided for the contacts.

When you are done, you click on next. Then you'll be taken to the organisation bank details. Enter the bank name, your bank account number, your bank, sorry, that was the bank account name and then your bank account number and your bank address.

And then on this side you need to enter the BSB, which is the branch number. Once you're done, check your details and then click on Next.

Here you'll be taken to your school location information where you need to put down your school name, the date established and so on.

So the school name might be … You choose the date established. You can change the year here and then choose what date you have established that location.

And then you need to type in here the name of your location. And then you click on location and then you will get a dropdown menu.

Then you need to choose the right location. I'm going to choose, let's say Parramatta High School. When you enter your location in the search text box here, then you move down to location to search for it.

If your location is not in this list, then you need to check this box where it says click to add new location.

If your location is not listed above, then you need to enter all of the details. The location, the location type, where you need to pick one from the dropdown menu.

Then you need the school code. If you know it, if you don’t know it, that's okay. It's not a compulsory field.

Then you need to know where the location state electorate is. And then you choose one from the dropdown list. Then you need to put down your local government area from the dropdown list, the location, email address, location, contact number, and that could be mobile or landline.

The address, the community languages schools program will need to approve new school locations. Then you need to fill in the details for school location, contact person, the contact phone number, and this could be a mobile or a landline.

The address, the suburb, postcode and the mobile phone, phone number. And then you need to check or leave blank this box can the school location, contact person details be shared with the public.

So if you want it to be shared with the public, you check the box, then you scroll down to your school location schedule.

And you need to put down the start date of the class. That could be the beginning of the year. Let's put down six.

The end date, that's the end of the year. And let's put down, I'm just going to choose any date. Let's choose any date.

Then you need to put down the number of classrooms and then how many weeks in each term you are going to run the classes.

So this could be 10 weeks, they could be all 10 weeks or less, or could be 11. However, the school, how many classes the school runs.

Then you scroll down to your class schedule. And then you need to choose the dates and the times you run each class.

So say for example Monday, you run from say 4:30 PM till 6:30 PM and then you might have another one on Wednesday at maybe 3:30 PM till 5:30 PM and so on.

So choose the dates and times, the days and times you are running your classes. Now if you need to tell us anything, any comments or notes about your class schedule or your class details, please note it here in the box.

Then if you're happy with all the fields, then click on next. Now if there's another location that you need to add on this page, on the top, there's a button says add.

You click on that and then you can put down your second school location details and then you fill in all the fields.

At this stage, I'm not going to have another location, so I'm just going to delete this and then click on next.

Then you will go to the, upload the required documents, uploading relevant files for the required document types by clicking upload files and selecting the files from your computer or drag and drop the files here.

So the document sites we are looking for is the first one is the allocation of funding. Then you've got the Australian business number, annual insurance for working with children, check form, constitution, certificate of incorporation, bank details, worker's compensation, insurance policy or exemption letter.

So you need to upload all of these required files. So to upload click, upload file, then you choose a file from your computer.

Let's say I want to choose this and then it should come up with this screen. It's uploading. Then when the upload is done, click done or you can drag a file from your computer and drop it here.

So you need to do all of these fields before you can click on next. You can upload multiple files in each document type. Please note that you cannot delete files once they have been uploaded to this page.

In the case of an incorrect file being uploaded, please proceed to upload the correct file to the document type. Please note an error message will display and you will not be able to proceed if a file has not been uploaded to each document type.

All document types must have a minimum of one file uploaded. So if you upload the wrong file, you can't delete it.

So you still need to go and upload the right file. Then you can contact us and then we will remove the file that you have uploaded by mistake.

So you continue to upload. So I'll check I've got a file in each document type so I can proceed. I will click on next and then this will take me to the certification page.

Now I have please read the declaration, what you are declaring. I declare that the information in this expression of interest is true and correct in every detail.

I declare that I have read the program guidelines. I declare that the head of the organisation agrees to this expression of interest.

Then you need to check the box. I confirm that I have read and understood the above declarations statement. Then you need to enter who is submitting this expression of interest.

Telephone could be mobile number or a landline, and the email address. Once you are done from this page, then you click on submit.

Then you will get this notification. Thank you for submitting your expression of interest. Your expression of interest has been submitted.

The outcome of the expression of interest will be emailed to the head of organisation. Please contact us if you have any questions or if you need further assistance.

Thank you. This is the end of the video.


Log in to the Community Languages Schools Program Portal
This video is relevant for existing organisations and first time users of the portal. It will guide you through how to log in to the Community Languages Schools Program portal and how to reset passwords.

Community Languages Schools Program Quick Reference Guide two. Log in to the Community Languages Schools program portal. Before you begin, please have the required information available.

Welcome to the Community Languages Schools program portal email if logging in for the first time or your user email and password.

For the best experience using the Community Languages Schools Program new portal, it is recommended to use Google Chrome. When logging in for the first time, refer to the Welcome to the Community Languages Schools program portal.

Email sent to the head of organisation. This email is sent when the expression of interest registration is approved by the program.

To log into the portal, follow the instructions in the email, click where it displays. Here in the email, you will be directed to the Change Your Password page to create a new password for your account.

Enter a password into the new password filled. Then enter the same password in the confirm new password field. You will not be able to proceed if the passwords entered do not match.

Make sure the password includes at least eight characters, one letter and one number. Once the above steps are completed, click Change Password to Proceed.

Once I complete the two fields, the change password will be highlighted in blue. Then I can click on Change Password.

You will then be redirected to the Community Languages Schools Program portal homepage. If it is not your first-time logging into the portal, go to the Community Languages Schools program portal page.

Then click log in. On your quick reference guide, there is a link that you can click on when you are on this page.

Click log in. At the top, you need to enter your username and password. Once you have entered your email address and your password, then click log in.

You will be directed to the Community Languages Schools program portal homepage. If you have forgotten your password on the log in to your account page, click, forgot your Password.

You need to enter your username, which is the email address, and then click on Reset password. An email with instructions on how to reset your password will be sent to the email provided in the previous step, which is the Head of Organisation email address.

Follow the instructions in the email to reset your password. If you need further assistance, please call the Community Languages Schools Program.

Thank you. This is the end of the video.


Review Organisation and School Details
This video is relevant for existing organisations and will guide you through how to review your Organisation and School Details through the Community Languages Schools Program portal before applying for a grant.

Community Languages Schools Program Quick Reference Guide three, review Organisation and school details. Before you begin, please ensure you can log into the Community Languages Schools program portal.

For the best experience using the Community Languages Schools program new portal, it is recommended to use Google Chrome. Please click on the link in the quick reference guide.

Click on log in. You need to enter your user email and your password and then click on log in. Once you have successfully logged in, you will be directed to your portal homepage.

Before applying for a grant, it is best to review your organisation and school location details to ensure the details are up to date and correct.

These details will be prepopulated in the establishment grant application on your profile name, which is on the top there, click on the name and then click my organisation.

You will come to this page. Review the details on the My Organisation page, all the fields. Make sure they are correct to edit details in the My Organisation page.

Click the edit pen. Then make sure you click on the save if you make any changes. Please note NOT all the fields can be edited.

These fields are read only and cannot be edited, like the account name, the ABN, Incorporation number, date Established, year of registration, Basis of incorporation, link with non-English community, language, and organisation.

To update your bank details, click on the update bank details on the top of the page. If there's anything that you require to change, please change.

Upload the correct file and then click on submit. Here you have your school schedule, your school contacts, your teachers, your students, and so you need to make sure the information is accurate.

This is the end of the video. Thank you.


Submitting a Per Capita Grant Application
This video will guide you through how to apply for a Per Capita Grant through the Community Languages Schools Program portal.

Community Languages Schools Program

Per Capita Grant application.

It is best to use Google Chrome

when accessing the Community Languages Schools Program

portal. Before you begin, please have the

required documentation available before starting your application.

A per Capita Grant application can

be submitted once per year.

You can apply for this grant after

you have received an Establishment Grant and

after twelve months of operating your school.

This process allows you to save

and resume a draft application.

You can also unsubmit an application

prior to the application due date.

To get started, go to the Community Languages

Schools Program portal and click log in.

Enter your username user email and

password and click Log in.

If you have started an application before

your draft application will be here.

Then you click on the application

and then you can proceed.

If you haven't started an application before, you

can click on Read More and Apply

under the per capita grant. You'll be directed to

this screen where you need to click on Apply.

This screen will pop up.

Start Application Process, then click on Next.

Complete

Your Application screen will pop up where

it has six sections to complete.

Click on the first section

Organisation Information Get Started.

You will be prompted with the Head

of Organisation details please check, edit and

then you need to check the box

The contact details for the Head of Organisation is

current and check the box I verify the information

above is correct, then click on Submit.

You will be prompted back to this page.

The next section is the Committee details.

Click on Get Started.

Your Committee member Details will be pre populated.

Please make sure all the fields with

the red asterisks be filled in.

Please note committee members can have

multiple roles within the organisation.

When you have completed all the required fields,

cheque the box I verify the information above

is correct and click on Submit.

You will be prompted back to this screen.

School locations is next.

Click on Get started.

This section must be completed in one go

or the details will not be saved.

Ensure there are no extra spaces before

or after entering data in all fields.

When you get to the School Location Information screen,

you will find all of your locations listed.

Click on each location.

The information for each school location

will be pre populated based on

the organisation details of your account.

If the pre populated information is out

of date, please enter the correct information.

You cannot edit the School Name field

as this is for internal use only.

Open each school location to

review or update all fields.

You need to repeat this process for

each school location that you are operating.

If you need to remove a school

location from this list, please contact the

Community Languages Schools Program team.

If you need to add a new location, click on Add.

Please ensure that you only click the Add button once.

Clicking Add multiple times may result

in duplicate entries or errors.

If you by mistake, click on Add.

You can remove the added school location by clicking on the

X on the top right hand side of this section.

Now when you click Add, you come to this screen.

Enter the School name, the date established.

Start typing location name, then

click in location name box.

A list of locations will appear.

Click on the correct location.

If the location is not in this drop down menu,

then you scroll down and you check the box

If Location is not listed above, click here to

add new School Location details. Enter all of the

required fields. In the School Location Name,

you need to put down your organisation name

at Location Name, so your organisation name at

the location you are operating at.

Please do not use the name of the organisation only

or the name of any of your other school locations.

Complete the information required.

Under the school locations contact person.

Fill in all the compulsory fields, then check the box.

Can the school location contact person

details be shared with the public?

Scroll down.

Enter your class details, your start date and your end

date for that year, the number of classrooms operating in

that location, and number of weeks in each term.

You scroll down to the class schedule

and you need to enter all of

the class times operating under that location.

So if you're operating on a Monday, you put

down the start time and the end time and

so on for all the days for that location.

If you have any comments or notes, please

type them in in the box provided.

Then check

I verify the information above is correct.

Then click submit.

You will be taken back to this screen.

Teacher details is next.

Click on Get started.

Now this section must be completed in one

go or the details will not be saved.

Your teacher details will be pre populated.

Review each teacher by clicking on the teacher's name.

Ensure all the information is current

and all fields are completed.

Then click save.

You need to repeat this process for all the teachers.

To remove a teacher you need to click

on the X, confirm that you want to

permanently delete the teacher's details and then continue.

So this is the information of the teacher

that you need to update or edit.

Make sure all the fields are completed.

You will go down to the language.

You tick the language.

This checkbox is already ticked.

The active checkbox.

Then, when you're happy with the details

of that teacher, you click on Save.

You do this for all of the teachers.

Now to add a new teacher, you click on the Plus New.

You enter all the details of the teacher.

Make sure all the red Asterisks are filled in.

Scroll down to the language.

Tick the language.

This box will be already checked.

Click on save.

Then next.

You'll be taken to

a page for Set teacher schools.

Now if you have one location and you have

added a new teacher, you need to check the

box for that teacher for that location.

Then you need to check I

verify and then click on Submit.

If you have more than one location you

need to assign the teacher for whatever location

he or she is teaching at.

And then when you're happy with that,

you click on verify I verify

the information above is correct.

Then you click on next.

Then you'll be taken back to this section

where you need to enter the student details.

Click on Get started.

Now if you have one location

you will get that location here.

If you have more than one location, you will

get the list of all of your locations.

Click on each location to add

or edit your student details.

Your student details will be pre populated.

You need firstly to go into each

student record and edit or update.

To do this you need to click

on the down arrow for each student.

Now the down arrow you'll get

two options edit and Remove.

If you need to go in and

edit the student, you click on Edit.

Now if you need to remove any of your students that

may be no longer attending your school, click on Remove.

The removal will be immediate.

No warning will pop up to ask if you

are sure you want to remove these details.

So please be very careful.

Now to edit.

Click on edit.

You will be prompted

with this screen, you need to check all

of the students details, enter their Term one

attendance, make sure the mainstream school is correct

and enter their mainstream year level.

When you are happy with that, click on Save.

Then you'll be taken back to this screen.

Now please make sure that all of your

existing students you have gone in and edited

each student and updated their term one attendance.

Now if you've got new students, you need

to click on firstly Add New Students.

This screen will pop up depending on what location.

So make sure you are in

the right location for that student.

If the student is attending a location, you need to

make sure you add them to the correct location.

Then you need to click on Add individual Student.

Then you'll be taken to this screen.

You need to enter all of the details, their term

one attendance, mainstream school, mainstream year level and then if

you enter all of the details, click on Save.

Then your saved students will appear here.

Now do this for all new students.

You click on Add individual student.

Add all of the students.

Your list of students will appear here.

When you are happy with all of your entries, click

on Save new Students. Now if you Save New Students

and a red error message comes up, it means there

is one or more of your students details is incomplete.

If you see a red box around the school details,

the student details, it means there's something wrong there.

You need to go in with the drop down arrow.

Click on it, go back in, edit your student,

make sure all of the details are completed, then

you'll come back and save new students.

Now, if you save new students and

you get a green screen, a green

message, new student or students added successfully.

When you get that green message,

then you can click on Review All student details.

When you click on Review All Student

details, you will come back here.

You need to make sure you have entered

all of the students or edited updated all

of the students in each location before you

can verify the information above is correct.

Check the box, then click on Submit.

You'll be taken back to this screen.

Make sure all of your sections are completed.

Then Get started with the upload documents.

If you haven't done so yet,

you'll be taken to this screen.

You can upload your files from your computer or drop

the files. If you upload or drop, a message of

upload files will appear when that is ticked.

Click on done.

Then you need to check the box.

I verify the information above is

correct and then click submit.

You will be taken back to this page.

All of your sections need to be completed

before you get this green

Submit My Application.

When all sections are completed,

click on Submit My Application.

You will be taken to this page Ready to Submit?

You need to certify and declare all of the statements.

Then check the box I confirm that I have

read and understood the above declarations statements.

Enter the details of the person

responsible for management of grant.

All the fields need to be completed.

Then click on submit.

Then you will get this message.

Your application has been submitted

and then click on finished.

You'll be taken to this page where

you need to scroll down and check

all of the details you have entered are all correct.

If any of the information on

your application is not correct.

is incorrect.

You need to go in again and unsubmit my application.

Click on the green tab there.

It will come with a message Unsubmit Application.

Click on unsubmit.

Review all the details.

In each section, make sure they are all completed, and

then you can click on Submit my Application again.

There's another option of editing teacher details

after the closing date of the application.

Now, please note if you need to add or

remove any teachers after the application closing date, you

need to contact the Community Languages Schools Program.

Now If you need to edit any of your

teachers, there's another way of doing it.

If the application closing date is passed,

from the home page of the portal

where you have logged in, the profile,

your name will appear here.

Click on your name, then click on My Organisation.

This page will appear.

Under your school location accounts,

click on the school name.

A list of teachers will appear.

Click on the teacher you want to edit.

You will be taken to this page.

Click on the edit on the top right hand side.

Go in and edit all of the information

the working with children check, the expiry date,

qualification, language skills and so on.

Make sure all of those fields are completed.

Then when you are ready you can click on

save and the contact was saved message will appear.

This is the end of the video.


Submitting an Establishment Grant Application
This video will guide you through how to apply for an Establishment Grant through the Community Languages Schools Program portal.

Community Languages Schools Program

Establishment Grant application.

It is best to use

Google Chrome when accessing the Community

Languages Schools program portal.

Before you begin,

please have the required documentation

available before starting your application.

An Establishment Grant application can only be

submitted once per organisation unless a previous

application was rejected or an exception is

granted by the Program.

This process allows you to save

and resume a draft application.

You can also unsubmit an application

prior to the application due date.

To begin, go to the Community Languages

Schools Program portal and click Log in.

Enter your user email, your password and click Log in.

Click Read more and Apply

under the Establishment Grant.

Read the information, then click apply.

A pop up screen will appear

Start Application Process.

Click next.

Your application has six sections to complete.

Under the Organisation Information click Get Started.

Your head of Organisation information

will be pre populated.

Please check, update if necessary. Check the box

The contact details for the

Head of Organisation is current.

Check the box I verify

the information above is correct.

Click Submit.

The second section is the Committee Details. Click

Get Started.

Please check, edit any of the

information under your Committee Member Details.

Please note Committee Members can have

multiple roles within the organisation.

Check the box I verify

the information above is correct.

Click Submit.

The next section is School Locations. Click

Get Started.

This section must be completed in one go

or the details will not be saved.

Ensure there are no extra spaces before

or after entering data in all fields.

When you get to the School Location Information screen,

you will find all of your locations listed.

Click on each location.

The information for each school location

will be pre populated based on

the organisation details of your account.

If the pre populated information is out

of date, please enter the correct information.

You cannot edit the School name field

as this is for internal use only.

Open each school location to

review or update all fields.

You need to repeat this process for

each school location that you are operating.

If you need to remove a school

location from this list, please contact the

Community Languages Schools Program team.

If you need to add a new location, click on Add.

Please ensure that you only click the Add button once.

Clicking Add multiple times may result

in duplicate entries or errors.

If you by mistake, click on Add,

you can remove the added school location by clicking on

the X on the top right hand side of this section.

Now, when you click Add, you come to this screen.

Enter the School Name, the date established.

Start typing location name, then

click in location name box.

A list of locations will appear.

Click on the correct location.

If the location is not in this drop down menu,

then you scroll down and you check the box.

If Location is not listed above, click

here to add new school location details.

Enter all of the required fields. In the School

Location Name, you need to put down your organisation

name at Location Name so your organisation name at

the location you are operating at.

Please do not use the name of the organisation only

or the name of any of your other school locations.

Complete the information required.

Under the School Locations Contact Person.

Fill in all the compulsory fields, then check the box

Can the School Location Contact Person

details be shared with the public?

Scroll down.

Enter your class details, your start date and your end

date for that year, the number of classrooms

operating in that location,

and number of weeks in each term.

You scroll down to the class schedule

and you need to enter all of

the class times operating under that location.

So if you're operating on a Monday, you put

down the start time and the end time and

so on for all the days for that location.

If you have any comments or notes, please

type them in in the box provided.

Then check I verify the information

above is correct, then click Submit.

The next section is Teacher Details.

Click Get Started.

Please note this section must be completed in one

go or the details will not be saved.

To add a teacher, click on the Plus New.

A screen will appear.

Enter all of the fields.

Scroll down.

Tick the language.

This checkbox will be automatically checked.

Click save, then click next.

You need to do this

process for each additional teacher.

If you need to remove a teacher, click on the X.

Confirm that you want to

permanently delete the teacher's details.

Once you have completed adding all teacher details,

then you click on the next button down here.

You will be prompted to Set Teacher Schools. Review

and tick the school location relevant for each teacher.

Tick I verify the information above is correct.

Click Save.

The next section of your

application is the Student Details.

Click on Get Started.

Please note that the School Location

section must be completed before the

Student Details section can be attempted.

If you have one school, the school will appear here.

If you have more than one school

location, the schools will appear here.

You need to click on the arrow.

Add all students for that location.

Then you need to verify and submit.

To add a new student, you need

to click on Add New Students.

Then you need to click on Add individual student.

An Add Student pop up box will appear.

You need to complete all the details in the boxes.

Term one attendance,

mainstream school, mainstream year level.

Then click save.

You will come to this screen. Once

you enter all of your new students

under each location, you need to click on

Save New Students and you need to repeat

this process for each school location.

When you click on Save all students,

if you get an invalid red message, it means that you

have entered one or maybe more students incorrectly.

You need to go back to the students highlighted in red

and click on the edit button. If you need to

remove any of the students,

You click on the Remove button.

To get here, you need to click on the down arrow,

then you click Edit or Remove.

If you click on Edit, you will get this screen

where you need to go and edit the student details.

Make sure Term one attendance is completed,

mainstream school and mainstream year level.

Once all fields are completed, click on Save.

When you get a green message

New student or students added successfully,

then you can click on Review ALL students details.

When you do that for all of your locations, you check

the box I verify the information above is correct.

Then click submit.

The last section of your application is to

upload any documents. Click on Get Started.

Upload or drop files. When you upload or drop files

from your computer, you will get this message

upload files. Click on done.

Then you need to check the box I verify

the information above is correct.

Then click Submit.

When all of your sections are completed, then

the green Submit My Application will appear.

Click on Submit My Application.

Then a message will appear Ready to Submit?

And you need to check the box

Please declare that you are

applying for an Establishment Grant.

Then you will get this certification screen.

Please read all the statements.

Check the box I confirm that I have read

and understood the above declarations / statements.

Enter the details of the person

responsible for management of grant.

Please make sure you complete all fields.

Click submit.

A message Your Application has been

Submitted will appear.

Click Finished.

Your Application has been Submitted

message will appear.

Please scroll down and check that all of

the information you have completed is accurate.

If you're happy with all the information,

then your application has been submitted.

If there's any errors on your application,

you can Unsubmit My Application before

the closing date.

When you click on Unsubmit My Application,

you will get a prompt screen.

Unsubmit Application.

Click on Unsubmit.

Then you need to go to

each section and review the details.

Then you can come back and Submit My Application.

This is the end of the video.


Submitting a Specific Project Grant Application
This video will guide you through how to apply for a Specific Project Grant through the Community Languages Schools Program portal.

Community Languages Schools Program

Specific Project Grant application.

Before applying for the Specific Project Grant,

ensure that you have read the grant guidelines on

the Community Languages Schools Program website.

It is recommended to prepare responses on a

Word document prior to starting your application.

The questions that require longer answers in the

application are found on page 14 of the user guide.

These questions are provided to assist

organisations prepare responses prior to starting

an application via the portal.

Please have any documentation to support

your application available before starting.

This might be consultation, research or a survey

you have undertaken with your school community.

You must have a Per Capita Grant

application submitted for the current year to

be eligible for the Specific Project Grant

unless an exception is granted by the Program.

You can only apply for one Specific

Project Grant application each year per organisation.

All fields marked with a red asterisk

are mandatory and must be completed.

This applies throughout the portal.

It is best to use Google

Chrome when accessing the portal.

Go to the Community Languages Schools

Program portal and click log in.

Enter your user email, your password, click on Log in.

Under the Specific Project Grant,

click on Read more and Apply.

Read the information.

Then you click Apply.

If you have already started an application,

you will find it under the My

Draft Applications in Current Year.

Click on the link.

Then you'll be taken to

a Start Application Process page.

Click on next.

On the Complete Your Application

page, click on Get Started.

Under Organisation Information.

you will be prompted to this page.

The Organisation Information page where you have

your Head of Organisation details are autopopulated.

If the pre populated information is out of date and

needs to be updated, please enter the correct

information. The contact details for the

Head of Organisation will be updated based

on changes made in this section.

Do not change the details in this section

without prior approval from the Head of Organisation.

Tick the contact details for the

Head of Organisation is current.

Tick the box I verify the information above is correct.

Then click submit.

You'll be taken back to this page.

The first section will be completed.

Then you need to go to

the second section, the Project Details.

Click Get started.

On the Project Details page,

enter your Project Name.

Your Project Type.

Under Purpose, click on the drop down arrow.

Then you will see three options.

Click on the correct option.

If your option is not listed, click on Other.

When you click on Other you need to specify in

the box what the purpose of your project is.

Enter the amount you are requesting

and then answer Yes or No.

Will the funded product be freely available online?

Scroll down.

Then you need to enter the name or

the names of the community languages schools involved.

Then you answer this question, Have you been

supported by a Specific Project Grant previously?

You click on Yes or No. If you click on

Yes, then you will get this table where you need

to add all previously approved Specific Project Grants

details. Click Add to enter details

for each year you have been

granted a Specific Project Grant.

Then you scroll down.

You will get to the Outline the

consultation and research you have undertaken to

identify the needs for this project.

Each of these fields you can type

in a maximum of 3000 characters.

The first question, How did you consult

with your community, teachers, and students about

the need for this project?

What were the findings/results from the consultation?

What research have you undertaken to find out

if teaching and learning resources or professional

learning are already available in your language

that meet the needs you have identified?

If they already exist, why are these

resources or professional learning not suitable for

your school and language needs?

Describe the project in detail.

What will you produce at the end of this project?

Please provide specific details.

What do you aim to achieve at the end of this project?

Please provide specific details.

How will this project be used by students and teachers?

How will other community languages

schools benefit from this project?

Please note that these eight questions you can

type up to a maximum of 3000 characters.

Then you scroll down and you get

to the steps of the project.

This is where you enter each step in

order of what you need to do.

Step One, you need to type in what needs to be done.

Please note that this field you can

type in up to 250 characters.

Enter the Proposed Start Date, Proposed End Date

and the Responsible Person or could be more

than one person.

Please separate the names by a comma.

The next field is Relevant experience and you

can type in up to 250 characters.

How will you do it?

Also, you can type in a maximum of 250 characters.

Write down the cost for this step.

To add more steps, click on Add and list all

the steps that you need to do for your project.

If you have added a step by accident, click on

the Delete button and then you can delete it.

Please add as many steps as you need.

Then click on next.

You will get to the Income and Expenditure page.

Please note that some fields may

not be applicable for your application.

Only enter data into the fields

that are relevant to your application.

The total amount for Income and Expenditure

will be automatically calculated based on the

amounts you enter in the fields.

Tick I verify the information above is correct.

Then click submit.

You'll be taken back to this page

where you need to upload your documents.

If you have any documents to

upload, click on Get Started.

In the Upload Documents section, you can upload your

files from your computer or drop your files here.

This could be a survey that you have undertaken

with your school community that you can upload here,

or it could be research, or could be other

documents that you need to send to the Community

Languages Schools Program to support your application.

You can add as many documents as

you require specific to this application.

If you don't have any documents to upload,

then you can check the box

I verify the information above is correct

and then click Submit.

You will be taken back to this page where

you can see all the sections are completed.

Then you can click on the green button

Submit My Application.

Please read all of these statements.

Then check the box

I confirm that I have read and understood

the above declarations/statements.

Complete the details of the person responsible

for the management of grant.

Click Submit.

Your Application Has Been Submitted

screen will come up.

Click on Finished.

Your Application Has Been Submitted

message will come up.

scroll down and check the information on your

application is all correct.

If you need to go back to the application

and edit or update any information, you can do

so by clicking on the Unsubmit My Application.

Please note that you can only unsubmit

your application prior to the closing date.

When you click on Unsubmit My Application,

you will get a confirmation message.

Click on Unsubmit.

Then you'll be taken back to this page where you can

go in and Review or Update any of the sections.

Then when you finish reviewing or updating,

you come back to this page and then you

click on the Submit My Application.

This is the end of the video.


Submitting a Minister's Award nomination
This video will guide you through how to apply for a Minister's Award nomination through the Community Languages Schools Program portal.

Community Languages Schools Program

Ministers Awards nomination.

Before Nominating a student,

ensure that you have read the guidelines

on the Community Languages Schools Program website.

It is recommended to prepare your responses on

a Word document prior to preparing your application.

The questions that require longer answers in the

application are found on page 12 of the user guide.

These questions are provided to assist

organisations prepare responses prior to starting

an application via the portal.

Organisations must have an approved Per Capita Grant

application for the previous year and the school

program must meet the eligibility criteria,

please refer to the Program Guidelines.

Organisations applying for an Establishment grant

are not eligible to nominate students for an award.

Students who have previously received a

Minister's Award are not eligible to

be nominated for any additional award.

Community languages schools can nominate one student

only for each category (junior and senior).

To nominate a student, the following

conditions must be met:

The School and school program must be operational.

The student must be part of the

previous year's approved Per Capita Grant.

The student must be part of the previous year's school

program with an approved attendance record

and must have a minimum of 2 years study.

The Coordinator of Language program (principal)

must endorse the nomination. All correspondence

regarding the award will be forwarded to

the Coordinator of Language Program (principal).

This process should take you approximately

20 to 30 minutes to complete.

You will be allowed to save and

resume a draft nomination.

You can also unsubmit a nomination

prior to the nomination due date.

All fields marked with a red asterisk

are mandatory and must be completed.

This applies throughout the portal.

It is best to use Google

Chrome when accessing the portal.

Go to the Community Languages Schools

Program portal and click Log in.

Enter your User Email, your Password, click Log in.

Under the Minister's Award,

click on Read more and Apply.

If you haven't started a nomination yet.

Click on Apply when you get to this screen

after reading the details on this page.

If you have started a Minister's Award nomination

before, click on the tab next to the Home button.

Then you will get this screen

where you can resume your application.

If you haven't submitted yet. You can display

your application to have a look at it.

And if you have submitted, you can also unsubmit here.

To start an application,

you will go to this page where you need

to put the details.

Under the first heading, Nomination Category,

you need to click whether it's a

Junior or Senior category.

From the drop down list.

Click in the School Name field.

A list of your schools will

appear in the drop down list.

Choose a school from the drop down list.

Do not type or copy and paste

the school's name into the field.

In the Select Student field,

start typing the student's name.

A list of your students will

appear in the drop down list.

Find the student's name and select from the list.

Do not type or copy and paste

the student's name into the field.

Once the student is selected, the Location Name,

Language, First Name, Last Name and

Gender will be auto populated.

Complete the Address, Suburb and Postcode

and complete all of the fields here using

the drop down menu on the side.

Under What is the name of the student's community

language school teacher,

please type in the name of the teacher.

Once you have completed this section,

click Save and Proceed.

Then you will get to the parent/caregiver information.

You need to type in the details

of parent 1, parent or caregiver 1.

Please make sure you're typing into all the fields

because they are all mandatory. You don't need to type

in any information in parent/caregiver 2 information,

but you can also do so by clicking on the arrow

but these fields are not compulsory.

Once you have at least 1 parent/caregiver

information, then you click on Save and proceed.

Then you will get to the Details of

the Nominator and Coordinator of Language Program.

In the Nominator Name field,

start typing the person's name.

A list of names will appear in the drop down list.

Find the name and select it from the list.

The Nominator must be a current

teacher or management committee member.

Do not type or copy and paste

the Nominator's name into the field.

Once the name is selected, details for

the Nominator will be auto populated.

In the Coordinator of Language Program Details,

you can type in the details

of the Coordinator of Language Program.

You can do so when you are completing this

for the first time or for your first nomination.

These details will be auto populated when completing

your next nomination and these fields cannot be edited.

The Coordinator of Language Program

must endorse the student nomination.

All correspondence regarding the Minister's Awards

will be forwarded to the Coordinator

of Language Program.

Under the Student's mainstream School

(Monday to Friday) field,

start typing the school's name.

A list of names will appear in the drop down list.

Find the name and select it from the list.

Do not type or copy and paste the name into the field.

Type in the Principal of the

mainstream school and their email address.

Under the Student's Community Language proficiency,

you need to enter the student's overall proficiency.

Whether it's A, B, C or D.

You can use the Community Languages Schools

Proficiency Descriptors table from the website.

So choose A, B, C or D for each category.

Listening/Reading, Speaking

and Writing, and then Save and proceed.

In the Community Language Study section, you need to

enter the following details

for the first 3 questions.

You need to enter a maximum of 750 characters

answering each of these questions.

Punctuality and attendance, Diligence, Conduct.

Under the Language and Cultural Activities, you have

2 questions and you can enter a maximum of

1000 characters for each question.

Language activities and Cultural Activities.

Under the Additional Qualities, you need to provide

3 examples. And here you can write a maximum of

1000 characters for each of the examples.

Then you need to do the Checklist.

Answer YES or NO for each of these questions.

Once you have completed all the sections, you can

either Save for later or you can Submit or you can

go back to the previous screen.

When you click Submit, then you'll

get a confirmation message that your

application has been successfully submitted.

Then click on close.

You will get to this page where you

can check the status of your nomination.

If you have an unsubmitted nomination, you can resume

by clicking on this icon, or you can display

to check the details that you have entered.

If you have a submitted application, you can

display it or you can unsubmit if you

need to go in and change any details.

If you click on Unsubmit, then you

can review the details and submit again.

This is the end of the video.


User guides

The following user guides include screen shots and will help step you through some of the most commonly performed tasks in the new portal.

This user guide is for new organisations to register with the Community Languages Schools Program before applying for a grant. It will guide you through how to apply for an Expression of Interest (EOI) through the Community Languages Schools Program portal.


This user guide is for existing organisations. It will guide you through how to log in to the Community Languages Schools Program portal.


This user guide is for first time users. It will guide you through how to log in to the Community Languages Schools Program portal.


This user guide will guide you through how to reset your password in the Community Languages Schools Program portal.


This user guide will show you how to review your organisation details in the Community Languages Schools Program portal.


This guide will show you how to preview and upload documents outside of the grant application period in the Community Languages Schools Program portal.


This user guide will show you how to upload Acquittal Reports in the Community Languages Schools Program portal.


This user guide will show you how to submit a Per Capita Grant application in the Community Languages Schools Program portal.


This user guide will show you how to submit an Establishment Grant application in the Community Languages Schools Program portal.


This user guide will show you how to submit a Specific Project Grant application in the Community Languages Schools Program portal.


This user guide will show you how to submit a Minister's Award nomination in the Community Languages Schools Program portal.

More information

For more information read the program guidelines (PDF 171.6KB).

Category:

  • Teaching and learning

Business Unit:

  • Student Support and Specialist Programs
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