SECTOR: Project Support (SECTOR Grants)

Description of process

Evaluation of the concept papers is the first stage of the evaluation process and it involves different key players. The country office invites the local advisory board (and additional experts if needed) for the evaluation process (see Annex V). Information about the composition and the role of the local advisory board is given on page 16.
Members sign a statement vowing that they will not participate in the evaluation of particular grants if there is potential conflict of interest (See Annex VI).Although their NGOs may apply for a local grant, advisory board members cannot apply as the project manager of a project.

Concept paper evaluation process
The COGM is responsible for organising the concept paper evaluation meeting.
Following the reception of concept paper in the country office, the COGM prepares the evaluation package to be sent to each expert. The evaluation package contains the following materials which are mailed to the board members at least two weeks before the meeting:

agenda for the concept paper evaluation meeting;
copies of each application;
evaluation criteria for concept paper — the concept paper scoring sheet for national grants (see Annex VII);
a letter addressed to each expert which clearly explains the whole procedure and invites them to the evaluation meeting, including an explanation of the evaluation criteria (scoring sheet instructions) (see Annex VIII) which should be prepared and adapted by the COGM based on the list of criteria which are suggested by the HOGM and which assure a common understanding of each evaluation criterion from different experts during the whole evaluation process;
the national grants announcement (see Annex I).

The board members are required to send all the scoring sheets to the country office before the evaluation meeting takes place. It is recommended that the REC also take part in the scoring process with one vote (either the COD or the COGM or both in a common decision). The reason for this is that the REC can contribute valuable comments on the topic and on technical aspects of proposals. Such comments should be shared in the meeting and reflected in the local advisory board minutes as well as in the notification letters of award or rejection. Nevertheless, the country office should decide, upon their experience, how involved REC staff should be in the evaluation panel, depending on the particular country and donor situation.
After the scoring process is completed the COGM ranks proposals. The list of proposals, ranked on the basis of the independent scores of different experts, provides the starting point for the evaluation meeting (see Annex IX). Each of the highest ranked proposals will be discussed extensively during the evaluation meeting and the board members/experts are required to participate actively with their comments. Explanations are required from the experts where their scores differ significantly from the scores given by the other evaluation board members.

The concept papers, which meet these restrictions, enter the first stage of the evaluation process.
Concept papers are evaluated against well-elaborated criteria developed in the announcement which will be based on three standards:

The project is national and it has a nationwide impact. The problem described in the concept paper is of national priority and cooperation is the best way to solve it.
The problem, goals, and methods to achieve goals are clearly, but briefly described. The concept paper presents realistic objectives and goals that are in line with the objectives of the whole granting process. The approach and methodology to solving the identified problems are briefly described.
Cooperative partners from different levels (governmental bodies, institutions, university, business, etc.) of the society are involved. The concept paper shows that cooperation between two or more NGOs or NGOs with other stakeholders (local authorities, institutions, university etc.) is the best way to solve the problem.

The expert invited especially for the given topic can advise the board on the specific environmental issues. After all the board members have expressed their opinions, the COGM will attempt to reach a consensus on whether to:

approve it (with or without special conditions);
reject it; or
keep it pending provision of further information or incorporation of special pre-conditions.

The COGM keeps the minutes of the meeting highlighting recommendations for the proposal stage (see Annex X).

Task	Responsibility	Days
Inform the local advisory board of the evaluation of the concept papers meeting date one month in advance.	COGM
Make copies of the concept papers.	COGA
Send local advisory board members copies of concept paper applications and scoring sheets two weeks before the meeting date	COGA/COGM
Organise the local advisory board of independent experts three weeks after the concept paper deadline	COGM
Keeping notes during the meeting and prepare concept paper minutes of the meeting	COGM/ COGA

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