1. Confirm Your Eligibility

Eligibility is foundational. HSP funding, including Peer Exchange Awards, is open to autonomous government entities (with independent legal status and control over finances), academic and research institutions, and consortia led by such entities. Core ministry units or institutions lacking independent financial systems are ineligible. To avoid disqualification:

• Review your organisation’s legal status and financial autonomy.
• Ensure your organisation can manage, report on, and audit grant funds separately from ministry or university budgets.

Typical eligible entities include national public health institutes, laboratories, and universities, provided they have statutory independence.

Resource: Consult the Peer Exchange Design Guidelines

2. Map Your Strengths and Priorities

Effective partnerships start with a clear-eyed assessment of what your organisation brings to the table and where partnership can add unique value. Conduct a mapping exercise covering:

• Technical capacity in fields like infectious disease, public health, digital health, or policy analysis.
• Key competencies – from technical labs and data management to training and advocacy.
• Gaps or challenges you want to address, such as digital transformation or emergency preparedness.

Articulating both strengths and priorities will help position your organisation for targeted, impactful partnerships – an essential ingredient in a strong HSP proposal.

3. Follow and Get Involved in HSP’s Networks

Even if your institution is not applying for the current call, stay connected with HSP activities and information channels:

• Register for updates and online info sessions to keep abreast of eligibility criteria, thematic priorities, and upcoming deadlines.
• Attend HSP-led workshops to learn from successful applicants and grantees.
• Make your interest and availability known – this can lead to matchmaking opportunities or invite-only events.

Pro Tip: Knowing HSP’s evolving framework shortens future start-up time and helps forecast grant requirements.

4. Build Relationships and Network Proactively

Peer exchange partnerships are as much about trust and communication as they are about technical fit. Networking early – both within Southeast Asia and beyond – significantly increases your chances of finding the right peers. Here are key resources and platforms that ASEAN organisations should leverage:

Resource: Explore what these platforms and institutions are doing to encourage and support exchange and sharing:

• The Pandemic Institute: A core HSP implementation partner supporting regional knowledge exchange, research, and joint project development in pandemic preparedness and response. Its network and events offer strong networking opportunities and access to best practices in health security.
• Southeast Asia One Health University (SEAOHUN): SEAOHUN is a consortium of over 95 universities in 8 Southeast Asia countries collaborating to improve One Health.
• ASEAN University Network (AUN) and Thematic Networks: AUN supports cross-institutional research, conferences, staff exchanges, and capacity building among ASEAN universities. Thematic Networks offer key opportunities to connect with academic partners.
• AUN Partner Platform: This platform matches ASEAN universities with external research, public health, and policy bodies for collaborative initiatives, acting as a clearinghouse for partnership opportunities and enabling formal partnership brokering.
• ASEAN One Health Network (AOHN): Recently launched to support regional coordination in infectious disease control, food safety, and health threats at the animal-human-environment interface, AOHN convenes regular multisectoral meetings and working groups.
• EURAXESS ASEAN: An initiative of the EU, EURAXESS provides tools for researcher mobility, matchmaking, and calls for international consortia to work with ASEAN academic and government organizations.
• SEAMEO Regional Centres: The Southeast Asian Ministers of Education Organization runs technical, health, and educational workshops throughout ASEAN, expanding professional connections between research, education, and government leaders.

5. Clarify Financial and Administrative Systems

Administrative readiness is a frequent stumbling block. Start strengthening these systems by:

• Assigning dedicated personnel or teams to handle grant management, procurement, and reporting.
• Ensuring your systems for managing project-specific accounts, auditing, and transparent expenditure meet donor standards.
• Seeking mentorship or templates from regional partners, or consulting resources provided by international forums and donor-funded workshops.

6. Design Realistic Exchange Activities

Strong peer exchange proposals are concrete and forward-looking. Organising your thinking in advance will make it easier to move fast when funding is available.

• Start brainstorming to identify domains ripe for knowledge transfer (e.g., surveillance protocols, digital reporting systems, cross-training in outbreak response).
• Co-develop – with likely partners – a list of activities: site visits, e-learning modules, simulation drills, joint data analysis, or workshops.
• Articulate how these activities will drive lasting impact, including follow-up actions and reciprocal commitments.

7. Document Experience, Results, and Institutional Ambitions

Good documentation shows capacity and credibility of the applicant. Do:

• Collect and organise information about previous projects, including objectives, partners, results, and any independent evaluations or media coverage.
• Prepare case studies (short and long) that highlight challenges overcome and innovations delivered.
• Keep internal learning logs and policy briefs up to date and ready for proposal use.

8. Formalise Partnerships Early

When you find promising peers, make the relationship official as soon as practical. Early-formalised partnerships stand out to reviewers and can be quickly scaled when funding opportunities arise. When you find a good partner:

• Draft Memoranda of Understanding (MOUs) or Letters of Intent (LOIs) outlining joint goals, governance principles, and intended collaboration areas. HSP and other donors look favorably on pre-formed, operational consortia.
• Consider small pilots to test working together.

Final Thought: Start Now for Future Success

Peer exchange is more than a donor requirement, it’s about creating sustainable learning channels and robust, adaptable institutions. For ASEAN government and academic organisations, joining ongoing networks, formalising systems, and cultivating real relationships are just as crucial as the content of the proposal itself. By starting today, you’ll be ready to create enduring, impactful collaborations when the next round of funding opens.