Instructions on how to fill out Radiohjälpen s application forms for international activities. (ver 1.04 October 2014)

Transcription

1 Instructions on how to fill out Radiohjälpen s application forms for international activities. (ver 1.04 October 2014) In October 2012, the Radiohjälpen Foundation decided to discontinue the earlier digital system for project applications and is therefore reverting to manual processing of all application forms. At the same time, a separate project monitoring software has been developed, which allows for better overview and follow-up of applications and projects. In order to further improve the quality of applications and to ascertain that all necessary information is available to Radiohjälpen, Radiohjälpen has also developed new templates for the applicaitnos. These templates are available in both English and Swedish. We would encourage you to use the Swedish templates, since Swedish is the working language at Radiohjälpen and all documentation to the Board of Directors is produced in Swedish. Organisations with extensive field operations, where local staff members carry the main responsibility for project management may however use the English templates. Applications on other forms than the templates provided by Radiohjälpen or translations into other languages will not be accepted. The templates will be updated as necessary. This document provides further information as to how the application forms should be filled out and will hopefully provide answers to any questions that might arise. The numbering of the fields is the same in the English and Swedish versions. The PDF template used during 2012 does not expand the fields as necessary wherefore you should use the Word templates provided by Radiohjälpen. Please request the necessary forms by sending an to radiohjalpen@svt.se unfortunately our web software does not allow us to link to Word documents. We do however encourage you not to expand the fields if possible, since we do appreciate short and concise application. Should you have additional information that you wish to include, such as e g original applications from your local partners or detailed budget documents, we recommend that you enclose these as annexes and note this under Section 10. The latest date for applications is posted on Radiohjälpen s web site, For an application to be considered at a Board meeting, the full application must have reached Radiohjälpen no later than the date stated on the website, unless otherwise agreed with Radiohjälpen. If the applying organisation has not received any grants from Radiohjälpen before, a separate application for partnership with Radiohjälpen must also be submitted. We recommend that you submit this application before you apply for funds. The partnership application shall contain information on the structure of the applying organisation, the Board of Directors with contact details, the two latest yearly reports, an excerpt from the Board Protocol confirming the legal signatory plus a copy of the current registration. The first time an organisation applies for funds from Radiohjälpen the upper limit is Swedish krona. Before applying for further funds, the final report for the first project must have been submitted to and approved by Radiohjälpen. Only organisations registered in Sweden and with a 90 account may apply for funds.

2 1. The intervention 1.1 The date when you finalise your application and submit it to Radiohjälpen. 1.2 The name of your organisation. 1.3 Leave blank filled out by Radiohjälpen. 1.4 The project should have a name which can be used for identifying the project. 1.5 The country (or countries) where the intervention takes place. 1.6 The sum applied for. This should correspond with the sum in the budget under Section In the drop-down menu, please state which fund you are applying for. If you are applying for a combination of funds, please select this option. If you do not know which fund you are applying from and wish to submit a general application, please select All available funds. If you are applying for funds from an ongoing humanitarian appeal, and the template has not been updated to include this appeal, please select Disaster funds. Applications where no active selection has been made will not be processed. 2. Formal details 2.1 Contact information to the responsible programme officer Name of programme officer Mailing address of programme officer Telephone or cellphone to programme officer. 2.2 Information about the applying organisation When was the organisation founded (year) When did the organisation commence its international development or humanitarian work? How many members does the organisation have? How many of these members are actively participating in the organisation s activities? Name and function of the legal signatory of the organisation (according to the relevant Board protocol or similar) Total turn-over for international development and humanitarian assistance last year according to the yearly report. Please note, that this shall not include activities in Sweden Funds for international development and humanitarian assistance collected from the public last year (not institutional funds) The organisation s registration number (Swedish organisationsnummer ) Please state the organisation s 90 account. Please note, that an account belonging to another legal entity may not be used. Non-adherence to this rule may lead to the 90 account being revoked by Svensk Insamlingskontroll Please state the banking account to which the funds, if approved, should be transferred. 3. Sammanfattning 3.1 Please state the starting date for the intervention. Dates must be entered in the format yyyy-mm-dd, e g Please state the planned end date of the intervention (the final day of the activity period) Please state the date when you would like to submit the final report for the intervention to Radiohjälpen. Bear in mind that on this date, the final report must be finished and audited and all surplus funds must have been returned to Radiohjälpen. A reasonable date for the final report can be six to nine months after completion of the project according to

3 3.2. A longer gap between the completion of the project and the final report should be discussed with Radiohjälpen in advance and well motivated in an annex. 4. Project rationale Please state the goals and objectives of the intervention and describe the activities. Please bear in mind that you must explain how the described activities contribute to the objectives and how these in turn lead to fulfilment of the overall goal. 4.1 Describe the problem that the intervention is supposed to address. You may also add a short description of the general situation in the geographical area but the most important is that you provide a thorough description of the underlying reasons for the intervention. What is the ultimate goal of the intervention? If necessary, you may submit a separate LFA analysis in an annex. 4.2 Describe the concrete outputs of the intervention. 4.3 Describe the target group, both in terms of size and composition. Does the target group consist mainly of children, refugees, elderly, rural population, etc. Distribution men/women. 4.4 Describe how the target group has been selected. Why is this particular group in need of support? If your intervention targets individuals rather than communities how have these individuals been selected (e g food distribution or reconstruction of homes)? Who does the selection? 5. Activities 5.1 Please describe the planned activities. Who is responsible for carrying out the activities? Who does what? 5.2 Please state the measurable outputs of the intervention. How are the results measured? What are the indicators (OVIs)? Who measures the results? 5.3 If the intervention consists of sequential activities, a time frame for the different activities may be provided here. 5.4 Please describe your exit strategy here. Will the intervention be taken over locally? Which is your role in the future? Is the intervention sustainable and will manage in the future without external support? 6. Budget The budget items shall be distinct and trackable. The same budget items shall be presented in the final report and compared to the outcome. If the organisation wishes to submit a more specified budget, this shall be submitted in an anned. All figures must be in Swedish krona (SEK) without decimals. It is not enough to present amounts in total per sub-goal or output but it must be clearly stated exactly what will be be financed from the particular budget line. For the overhead, there are three possibilities 0%, 7% and 15%. The 15% level may only be selected only for projects financed from the organisation s guaranteed share of the Children of the World fundraiser (Världens Barn). Financing from all other funds entitles the organisation to 7% overhead. In special cases, Radiohjälpen may approve grants without any additional overhead, hence the possibility to select 0%. Please note, that these overhead costs must include audit in Sweden (in accordance with Radiohjälpen s currently valid audit instruction) and your own monitoring and follow-up. Requesting a higher administrative cost than allowed according to the above will lead to the application not being processed.

4 Radiohjälpen does not require the organisation to contribute with their own funding but welcomes this, since it is an indicator of the organisation s commitment to the intervention. If the support provided by Radiohjälpen is intended as a part of a larger intervention with several donors, the budget should describe the part intended for financing by Radiohjälpen. If there is no donor specific budget, the budget items shall be calculated as a percentage of the total budget, in accordance with Radiohjälpen s share of the same. The total budget shall then be stated under Implementing part 7.1 Please state the organisation responsible for the actual implementation of the project. If this is the same as the applying organisation this should be stated. 7.2 If the applying and implementing organisations are separate legal entities, the relationship between the two shall be stated here. You should also state the role of any international networks your organisation may be a part of in the intervention. All organisation with a role in carrying out the intervention should be stated. The terms of the Agreement between Radiohjälpen and your organisation, including but not limited to the audit requirements, must also be passed on to the implementing partners (if their work entails handling of project funds). Copies of such agreements shall be attached to the application. 7.3 Please explain for how long the implementing partner has been active with relevant activities in the concerned geographical region. 7.4 If your organisation is not actually implementing the project in the field, please state here your organisation s role when it comes to monitoring and evaluation of the intervention and whether you intend to play an active role here. 7.5 Please desribe the total project funding. Radiohjälpen s contribution may not be used as the organisation s own contribution to a project co-financed by Sida s CIVSAM unit, or by organisations having a framework agreement with Sida/CIVSAM (e g Forum Syd or Svenska Missionsrådet). An exception to this rule is if the approved funds constitute part of the organisation s guaranteed share from the Children of the World fundraiser (Världens Barn). Funds collected in this way emanate from an active fundraising activity by the concerned organisation and may therefore be considered as collected by the organisation. If the organisation wishes to use Radiohjälpen s funds as their own contribution towards projects financed by the European Union, you should contact Radiohjälpen in advance to receive a written confirmation of this. 7.6, 7.7 Radiohjälpen welcomes co-financing with other donors. Please list any other donors to the intervention here, together with the sums contributed by these. You should also state whether the same intervention (or an earlier phase of the intervention) has received previous funding by Radiohjälpen. 8. Monitoring and evaluation 8.1 Please describe how the daily monitoring will be carried out. Who is responsible for monitoring? What does the information flow look like? 8.2 Please describe how you plan to evaluate the final results of the intervention. If you plan to perform an external evaluation of the intervention, please state this. Radiohjälpen reserves the right to receive copies of project evaluations financed with funds from Radiohjälpen.

5 8.3 This item closely relates to 5.4 regarding your exit strategy, but focuses on how you aim to ascertain that the positive effects of the intervention will remain once the intervention is finished. 9. Risk analysis 9.1 Please state all identified risks for a successful implementation of the intervention, both external and internal risks. 9.2 Please describe the measures undertaken by you to a) minimise the above risks and b) minimise their impact, should they still materialise. If you have a separate risk analysis or risk matrix, please enclose in an annex. 9.3 Please describe your own assessment and position regarding the risks identified above. This entails a short analysis of why you have decided to carry out the intervention despit the identified risks and a short assessment of the possibility that the project must be discontinued. 10. Annexes Please list all enclosures submitted with the application. This could be a specified budget, an LFA matrix, evaluations of previous interventions, a complete application from your local partner or international network, copies of your agreements with your local partners, and so on. 11. Signature Place and date when signed plus the name and function of the responsible programme officer (should match the information provided under 2.1).