SECTOR: Project Support (SECTOR Grants)

Description of process

The country office collects the concept papers by the given deadline and starts processing them.

Application screening
When an application is received, the COGM pre-screen the eligibility of the project proposals according to the following criteria:

the concept paper addresses the announced grant topic and the project has a nationwide impact.
the application follows REC standards (form is completed, budget and the timeline are within the limits, cooperation statement is signed).
applicants are eligible to receive a REC grant. (There are no currently open grants for the organisation.)

If the proposal does not meet the REC's criteria, the COGM sends the NGO an electronic or verbal notification, explaining why the application cannot be accepted. All of this correspondence should be kept in one file marked "disqualified applications".
If the application meets the REC's criteria for completeness and clarity the application qualifies and enters the first phase of the evaluation process. In cases in which further information is required, the COGM writes the NGO and requests this information before the applications are copied for the evaluation process.
For the applications that enter the evaluation process, the following procedures should be followed:

Assign grant number. A five or six-digit grant number should be assigned to each qualified application. The first digit will always be "N" to signify national grants. The next four digits will be a number assigned by the country office to identify the application.

Set up Grant File. Each grant should have a separate file, marked with the grant number and the name of the NGO, and organised in order of grant number. The application, all correspondence, and any required documents should be kept in the grant file, which is kept in a grants cabinet. All proposal information is confidential until the application is approved. Rejected applications remain confidential.

Enter the grants details into the grants management sheet (or grants management system if available). Information about applications should be entered into the Grants Management Sheet (an electronic record easy to follow which helps the grants management process).

Notify the grantee. A letter/ email acknowledging receipt of the application is forwarded to the applicant within two weeks of the submission deadline (see Annex IV).

This part of the process is the time to identify the issues addressed by the concept papers for which you might need additional expertise in the evaluation process.

Task	Responsibility	Days
Collect NGO concept papers, copy and assign a grant number.	COGA
Pre-screen proposals and clarify issues with applicants.
Set-up the grant file and enter the grants details into the grants management system.	COGM/COGA
Notify the grantee.	COGM
Keep the grant details in the grants management system.	COGM
Identify the additional expert for the local advisory board (if needed!).	COGM

Related policies

Supporting docs

Annex IV – “Concept Paper received” notification letter template

Financial