Alignment with the Civil Society Fund results framework 

The Fund Operator is required to ensure that projects are aligned with and contribute to the Civil Society Fund results framework.

The Fund Operator is responsible for supporting Project Promoters on results-based management, including how to align their project within the overall programme results framework. Each project feeds into one single thematic programme outcome (apart from the bilateral outcome) but can feed into one or more outputs. 

Within six months of signing the Programme Implementation Agreement, as part of a detailed description of management and control systems, the Fund Operator is due to submit to the FMO:

* A description of data collection and storage and reporting systems and procedures for result reporting from project promoters, including the descriptions of projects and the qualitative narrative and quantitative indicator reporting. 

* A risk assessment, based on a template provided by the FMO. The Fund Operator is responsible for managing risks for results. 

* A risk-based results monitoring plan: The Fund Operator is required to monitor projects for results. The Fund Operator develops a risk-based results monitoring plan and conducts periodic result monitoring of project activities to assess progress towards expected results.

The Fund Operator is responsible for reporting programme level results to the FMO and for supporting Project Promoters on how to report on their project progress including the description of their project and the qualitative narrative and quantitative indicator reporting. The Fund Operator quality assures project progress and completion reports

The Fund Operator is responsible for awarding funding to projects under its programme. This can be done through two main modalities:

• Calls for proposals: This is the main modality. In principle, the funds that are re-granted to civil society through the programme are to be allocated through open calls for proposals. 
• Pre-defined projects in exceptional and duly justified cases, and in agreement with the FMO.

Pre-defined project (PDP) 

The central principle for the programme is that the funds that are re-granted to civil society through the programme shall be allocated through open calls for proposals. However, pre-defined project(s) can be considered in exceptional and duly justified cases.

Pre-defined project is a strategic project that may require a longer implementing period than projects selected through open calls, and that aims to contribute to the overall civil society sector, build capacity and sustainability and address systemic issues. Pre-defined projects should be aligned with the programme intervention logic, i.e. have a clear link to the programme objective and one of the programme outcomes. The pre-defined project is carried out either by the Fund Operator or by organisations selected through a competitive process. The amount allocated to the pre-defined project(s) cannot be more than 5% of the re-granting amount of the Programme. Pre-defined project(s) are described in Annex II to the Programme Implementation Agreement.

Pre-defined projects are always subject to prior approval of the FMO.

The Fund Operator’s responsibilities related to the selection of projects through calls for proposals include the following tasks:

• Organising open call(s) for proposals that address the needs of the sector in the Beneficiary State and respond adequately to the country specific focus areas, areas of support, and Fund specifics. 
• Developing tools, procedures and support for the project application and selection process.  
• Setting up of a group of independent experts and a selection committee(s) to recommend to the Fund Operator which projects should be funded. 
• Ensuring clear and transparent selection procedures and taking appropriate measures to prevent conflicts of interest. 
• Sending notification of approval/rejection to applicants. 
• Developing simple and user-friendly project contract templates to be used by project applicants, and concluding project contracts with project promoters.  
• Establishing a clear and transparent process for complaints and appeals.

An important tool for strengthening bilateral cooperation in the programme is through project cooperation, and Donor State entities shall be eligible as project partners under the open calls.

10.1. Main categories of grant support

The Fund Operator has the possibility and flexibility to design what type of grant support would best serve and address the needs of the sector, the specific concerns, the areas of support, etc.  The main categories of possible grant support can be grouped into two main modalities: calls for proposals and pre-defined projects. Calls for proposals can be organised for projects grants, and small projects, and organisational grants.

Project grants aim at contributing to a specific outcome of the programme results framework and achieving certain outputs within a defined timeframe and budget.

Small projects are project grants receiving EUR 25 000 or less.

Organisational grants aim at supporting the strategic objectives of the recipient organisation. Organisational grants, also known as core or institutional grants, provide financial support based on the organisation’s strategy and long-term goals. The grants are of a large size (min. EUR 100,000) and are provided in the form of a lump sum, enabling the recipient to allocate the funds according to their long-term objective.

Project grants 
Project grants are the regular granting modality under the Civil Society Fund.

Small projects

Small projects are defined as project grants that receive EUR 25,000 or less. These grants are primarily intended to offer rapid and flexible support for urgent and time-sensitive needs. The rules governing small projects also empower the Fund Operator to utilise simplified selection procedures and apply differentiated financial rules when managing these projects.

The rationale behind these rules is to provide greater flexibility for Fund Operators and to reduce the administrative burden associated with the selection and implementation of small project.

Organisational grants

The programme can include open call(s) for organisational grants. These grants may be used to contribute to the achievement of specific outcomes of the programme, by way of supporting ongoing and future activities of CSOs on the basis of a multi-annual work plan or strategy. The minimum grant amount for organisational grants shall be at least EUR 100,000. Where organisational grants are used, specific requirements may apply to calls for proposals, proof of expenditure and reporting. All requirements of the implementation of organisational grants are specified in the Programme Implementation Agreement.

The existence of a multiannual organisational workplan or strategy should be assessed as an eligibility criterion. Further criteria shall include: the existence of an organisational evaluation and monitoring framework; strong organisational and financial management capacity; sound financial management; sufficient sources of funding to maintain activity throughout the grant duration; transparent operating structures; experience with managing grants and results-based management.

The project promoter receives the grant as a lump sum covering in global terms all categories of eligible costs. The Fund Operator shall request from the project promoter a financial report ahead of the annual meeting and before releasing interim and final payments. This report shall as a minimum consist of the  general financial annual report of the organisation. The project promoter will not need to provide financial reports on the specific expenditures made under the grant.

The Project Promoter must provide a report by an external auditor at the end of the project implementation financed by the grant budget. This report shall provide assurance that the project promoter has used the grant in accordance with the purpose and provisions of the grant agreement.

Project activities financed with an organisational grant shall contribute to output 3.1 Organisational development supported in the programme’s results framework and count toward the fund specific of ‘at least 20% of the re-granting amount shall contribute to organisational development and an enabling environment for civil society'.

10.2 Eligible applicants and partners

The detailed requirements on eligible applicants and eligible partners for grants under the Civil Society Fund are provided in the Programme Implementation Agreement.  

Only applicants and partners respecting the values and principles of the Grants are eligible. In case of doubt whether an applicant or partner complies with this requirement, the Fund Operator should consult the FMO. 

Eligible applicants are CSOs as defined in point (b) of Article 1.8 of the Programme Implementation Agreement that are established as a legal entity in the Beneficiary State. Religious institutions and political parties, social partners or profit-distributing cooperatives are not eligible applicants.

While eligible applicants are restricted to CSOs established in the Beneficiary State, the definition of eligible partners as defined in Article 7.1.2 of the Programme Implementation Agreement is much broader.

Informal groups complying with the requirements of Article 7.2.3 may also be partners in projects.

The Fund Operator has the possibility to define further eligibility rules and include them with agreement of the FMO in the Programme Implementation Agreement. 

For organisational grants the Programme Implementation Agreement already defines certain minimum eligibility requirements, which are the minimum period of registration as a legal entity and a minimum average turnover. Organisational grants shall not include project partners. 

Question: Is it possible to award grant to an individual person, not just an organisation (a legal entity)? As the Civil Society Fund wants to support civil society building and support an outreach to regions, we have an experience, that in many local communities are active single citizens or groups of citizens/activists not belonging to any organisation, not affiliated to any legal entity. But these activists are important civil society members, very often the only one being active in a community and some of them later establish a formal organisation. We would like to support their efforts as we perceive them to be very important elements of civil society. We have experience of few grant schemes where these activists or so called non-formal groups of active citizens can receive grants and legally it is a single person of legal age designated by the group to legally represent them. In some case in order to receive a grant they have to open a special bank account where only the finances for the project are registered, not others or private finances of account holder.

Answer: Individuals cannot be project promoters, However, it is possible to support individuals by involving informal groups as project partners. The eligibility rules on project partners have been developed in such a way to enable the participation of informal, ad hoc, and self-help organisations (including grassroots organisations), that are not registered legal entities to be eligible as project partners. Please see further details on the rules to involve informal groups in projects in Article 7.1.3 of the Programme Implementation Agreement.

10.3 Open calls

The Fund Operator is required to design and organise open calls for proposals. Their content, form and publication must comply with the requirements listed in the Programme Implementation Agreement. 

Open calls for proposals should be organised in such a way as to allow applicants sufficient time to prepare their applications, and the deadline for submission should therefore be at least two months from the date of publication of the call for proposals. However, in justified cases, rolling calls can also be considered, in particular for initiatives which serve to provide continuous support for unforeseen needs due to changing circumstances. 

TIP: When timing the call be mindful or other competing funding opportunities, such as competing calls from other sources. Consider spreading the calls throughout the programme implementation period and not to focus them only in the beginning, without having calls too close to the end to still allowing projects sufficient implementation time.

Example timelines from drafting a call for proposals to project contracting

The requirements on the content of the call allow Fund Operators to freely design the distribution of information between the call document itself and the guidance made available to potential applicants. There is furthermore flexibility for the Fund Operator to propose alternative requirements for call, e.g. in the case of rolling calls, where there would not be a deadline in the same sense as for other calls.

The Fund Operator is expected to inform the FMO of all calls for proposals at least three weeks in advance of their announcement, and, at the same time, provide an English translation of the text of each call, including any guidance made available for the call. The FMO may make comments that the Fund Operator should take into account. The FMO may request modifications of the call text to ensure compliance with the Programme Implementation Agreement. The FMO however does not approve the call text. The Fund Operator is solely responsible for ensuring that the call text is in line with the legal framework of the Programme. 

The Fund Operator is expected to organise information sessions for potential applicants regarding the call and application process, with due regard for geographic outreach and inclusion of groups that are marginalised, in the activities supporting organisations preparing and implementing projects. The Fund Operator should answer questions and queries regarding open calls and disseminate the questions and answers in a manner accessible to all applicants.

The Fund Operator may take the following additional considerations into account when designing open calls:

• The number of calls for proposals is planned appropriately, taking into account the level of interest and size of the Programme. Experience has shown that launching too many calls is inefficient, consumes disproportionate the Fund Operator’s resources, and can cause considerable delays in project contracting.
  
  
• The use of a two-stage application process, with an outline proposal and full proposal development for those outlines passing the initial assessment, may be considered where appropriate.
  
  
• The use of a simplified application process, using simple application forms for small projects to enable inexperienced applicants to apply.
  
  
• Design the call to minimise duplication and ensure synergies with other programmes, including those funded by the EEA and Norway Grants.
  
  
• Pre-announcement of upcoming calls is encouraged to facilitate preparation by potential applicants.
  
  
• Appropriate application forms and guides on how to complete them should be prepared. The principle of proportionality should be applied and Fund Operators should consider simplified procedures for smaller grants.
  
  
• Application forms should guide a less experienced applicant through the requirements of a project proposal, with guidelines for applicants that are clear and indicate clearly what is required in each section of an application form.
  
  
• Workshops or other kinds of support at the pre-application stage could be organised as ongoing mentoring and support, to provide detailed guidance on what will be looked for in the project applications. This is especially recommended when seeking to support less experienced applicants.
  
  
• The Fund Operator may consider encouraging partnerships and coalitions among applicants, including partnerships between experienced and less experienced CSOs, where capacity building can be achieved.
  
  
• To ensure alignment with the Civil Society Fund programme results framework, the Fund Operator could consider encouraging Project Promoters to develop their own project-specific results chain and to check the alignment of their results chains with the overall programme results chains. This can help preclude challenges in the implementation, monitoring and reporting of the projects. However, while it can be useful, please note that the FMO does not require Fund Operators to work with Project Promoters to develop or work with project-specific results chains.
  
  
• To ensure bilateral cooperation, outreach to donor state organisations should be encouraged and facilitated, including information on funds available for bilateral partnership building.

Open calls contribution to desired results

It is critical that the Fund Operator ensures that the open calls are aligned with the Civil Society Fund programme results framework, so that the projects that are selected contribute to reaching the outputs and outcomes of the programme. This means that the call text should provide a clear description of the Programme’s objectives and the purpose of the call (i.e., which outcome the projects must feed into).

This also means that the Fund Operator should provide an extract of the programme results framework in the call text.

The simple and user-friendly application form to be developed by the Fund Operator and referenced or published in the call text should ask the applicants to specify in their applications:

• The one outcome (possibly plus the bilateral outcome) from the programme results framework that their proposed project will feed into.
• The one or more outputs from the programme results framework that their proposed project will deliver.
• The corresponding indicators at outcome and output levels, from the programme results framework, that their proposed project will track. 
• The corresponding project-level targets that they plan to achieve for each of the selected indicators and, where applicable and available, the corresponding baseline values.

This information demonstrates the relevance of the project to the desired programmes results, allows planned results to be scored against selection criterion, and makes it easy to enter this information into GrACE if the project is selected (see Annex B: Results framework indicators for more information on target setting). This information will later be used to track the contribution of projects to programme-level results. It will facilitate programme-level monitoring, evaluation and reporting. The figure below shows an example.

Example of an excerpt of the results framework in a project application

We strongly encourage the Fund Operator to align both the call text and project application template with the required Project Level Information (PLI) in GrACE. This will allow the Fund Operator to efficiently copy the required information from selected project applications into the GrACE system in the correct format (see the figure below). 

Project proposals should clearly describe the following information, which is used to fill in the Project Level Information in GrACE for each contracted project:

• What is the issue/challenge that the project aims to address?
• What activities does the project aim to do, and with which stakeholders/target groups and beneficiaries? 
• What results does the project aim to achieve, and for whom?
• What bilateral activities with CSOs or other entities in the Donor States will be undertaken, if relevant?
• What regional civil society initiative(s) will the proposed project take part in, if relevant?

For each contracted project, either through a call for proposals or directly as a pre-defined project, the Fund Operator is responsible for entering quality project data in the GrACE system as PLI. This should be done within 15 days of signing the project contract. As discussed above, the call text and project application template should be aligned with key information in the GrACE Project Level Information template, so registering projects can be done efficiently.

Information flow from call for proposals through project applications to PLI

Good practices for open calls for proposals

A good practice is to begin the calls text with a short summary of all the main points to help potential applicants quickly assess if the call is applicable to them. For instance, a summary may include the purpose of the call, relevant parts of the results framework, the minimum and maximum grant amounts, eligible activities and expenditures, eligible applicants, partnership details, and the call deadline. 

Another good practice is to provide applicants with a tick-box checklist of documents required. This can be helpful to ensure applicants provide the necessary information to meet the administrative and eligibility requirements on the first submission

Open calls launch

The calls and any accompanying guidance should be published on the website of the Fund Operator in the national language(s) and in English. It should be widely publicised in appropriate media, at national, regional, and local levels, with a view to reaching a maximum number of potential applicants, including in underserved geographic areas and among groups that are marginalised.