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Peace Corps Office of Private Sector Initiatives Peace Corps Partnership Program 1111 20th Street, NW Washington, DC 20526 Tel: (202) 692-2170 or 1-800-424-8580 x2170 Fax: (202) 692-2171 Email: pcpp@peacecorps.gov Website: www.peacecorps.gov/contribute
TABLE OF CONTENTS
THE PEACE CORPS PARTNERSHIP PROGRAM............................................1
OVERVIEW OF THE PEACE CORPS PARTNERSHIP PROGRAM....................................................................................................1 TYPES OF PARTNERSHIP PROGRAM PROJECTS......................................................................................................................1 SIZE OF PARTNERSHIP PROGRAM PROJECTS.........................................................................................................................1 OVERVIEW OF FUNDING PROCESS......................................................................................................................................2 KEY CONSIDERATIONS.....................................................................................................................................................2
RESPONSIBILITIES................................................................................10
RESPONSIBILITIES OF THE PEACE CORPS VOLUNTEER.........................................................................................................10 RESPONSIBILITIES OF THE POST.......................................................................................................................................10 RESPONSIBILITIES OF THE OFFICE OF PRIVATE SECTOR INITIATIVES......................................................................................10
Key Considerations
A project should be submitted six to 11 months into a Volunteers service so that there is sufficient time to raise funds and complete the project. A project requesting less than $4,000 usually takes three to four months to be fully funded. Once the Authorization Memo is processed, it takes approximately 10 business days for the funds to be available in-country. The Partnership Program is an excellent way to connect organizations and individuals with overseas communities and the work of a Volunteer. Donors can be assured that their donations are directed toward important projects because Volunteers are well-trained in assisting their communities in identifying pressing needs. In addition to the Volunteers family and friends, past contributors to the Peace Corps Partnership Program included: Foundations Schools RPCV groups Individuals/estates Businesses Civic groups (e.g. Kiwanis and Rotary Clubs) On the Application Form, Volunteers are requested to submit a referral list of potential donors. It is critical that Volunteers present a clear and marketable Executive Summary of their project to ensure that it is viewed favorably when posted on the website.
Project Development
Volunteers assist their community in identifying a pressing need and developing a strategy to address that need.
Community Contribution
To verify community ownership and initiation, a 25-percent minimum community contribution of the total project cost is required. Volunteers help their communities quantify how much time, labor, transportation, and financial or material support the community will provide. Most often, communities contribute much more than 25-percent.
Proposal Development
Volunteers and host communities develop and submit to Post their Application Form which describes how needs can be met by combining host community resources and potential contributions from donors in the United States. While Volunteers are required to submit their proposal in English to OPSI, they should translate the Application Form into the local language and work closely with community partners to develop the proposal.
Project Funding
Upon receipt and acceptance of the proposal, the Partnership Program markets the project in several ways. Each Volunteer should submit a list of individuals and organizations with which the Volunteer has a personal connection. These generally include friends, family, and professional contacts. OPSI will contact each of these referrals, send a copy of the proposal, and post the Volunteers Executive Summary on the Peace Corps website. Volunteers can help by contacting friends, family, fraternal organizations, civic groups (such as Kiwanis or Rotary Clubs), and other parties to tell them about the project. All donations and 3
potential donors should be directed to OPSI. While there is no guarantee that a project will be funded, on average it takes three to four months for projects under $4,000 to be funded. The fundraising time frame depends on the project type, amount requested, strength of the Volunteers referrals, and clarity of the Executive Summary provided on the Application Form. Note: Should a proposed project not reach full funding, OPSI does not release the portion of funds raised for that project.
Funding Authorization
Once a project is fully funded, the Partnership Program authorizes funds be disbursed to the Volunteer. The Authorization Memo sent to Post includes a donor list and information on the sponsors. This information should be used by the Volunteer to write thank-you letters and send progress updates to donors. Note: The donor list only includes donors that have authorized OPSI to release their contact information to the Volunteer. This information should not be shared.
Project Implementation
Only after funds are received should project implementation begin. During this period, participation in a cultural exchange with sponsors is recommended (See Appendix 1).
Project Completion
Once the project is completed and all funds are spent, the Volunteer and community partners submit the Final Report and fiscal accounting summary with receipts for signatures at Post. If excess funds remain, the AO at Post will return the money to OPSI and complete a budget reconciliation memo. Once approved and signed at Post, the Final Report and accounting summary are sent to OPSI for review. Upon acceptance, the project is closed. Note: Final Reports may be forwarded to donors upon request.
Proposal Guidelines
Each of the Partnership Programs guidelines must be met for a project to be accepted. The Application Form includes narrative sections that should describe how each of the following guidelines will be fulfilled: The project is community initiated and directed; The project meets a pressing community need; A well-developed plan for implementation exists for the project; The community contributes at least 25-percent of the total project cost; Measurable indicators of success are outlined; A well-developed budget in local currency and U.S. dollars details both the community contribution and requested Partnership funds; and The proposal contains signatures from the Volunteer and community partner acknowledging that: o The community has been informed that Partnership funds are to be used only for costs associated with the project; o There will be no additional funding beyond the amount requested in the proposal; and o Proposal acceptance and circulation to donors does not guarantee project funding. The project is community initiated and directed. This guideline ensures that the community is the driving force behind the project and will take ownership of it once it is completed. The following questions should be addressed on the Application Form: Who first proposed this project? What are the roles and responsibilities of community members? If the project was proposed or is supported by a non-local, is it clear community members really want or need it, intend to participate, and would not rather use their resources in some other way? How involved are the beneficiaries in project planning? How will the community oversee the project?
The project meets a pressing community need. This guideline helps to establish the merit of the particular project among a host of other expressed needs. The following questions should be answered: What indicates this project will meet a need community members consider important? Are there any benefitsincluding quantifiable onesthat might not be immediately apparent to a sponsor? What happens if the project is not implemented? A well-developed plan for implementation exists for the project. Volunteers and community members should focus on issues that affect how successfully their project can be implemented. Considerations should include in-country means of support; resources and time; and sustainability. In-country means of support. Have all sources of financial, material, and technical support been explored that could bring the community more into the mainstream of local and national development efforts? Resources and time. Is there staff available to implement and continue the project? Can the services of a qualified builder, plumber, teacher, nurse, architect, electrician, or other necessary personnel be obtained (preferably locally)? Sustainability. Will the project continue to serve the community even when the external sources of funding have been exhausted? See Appendix 2 for additional considerations. Proposals must also include a timeline for the successful implementation and completion of the project. Avoid specifying exact dates, but rather use terms such as Week 1 to indicate time periods. Include any special circumstances that may affect implementation time and schedule, such as a rainy season. The community contributes at least 25-percent of the total project cost. To guarantee community ownership of the project and enhance its long-term sustainability, the Partnership Program requires at least a 25-percent community contribution. This contribution often includes the costs of all manual labor and transportation associated with the project. Host community contributions might also include direct financial contributions of cash or raw materials. Contributions from local or other in-country sources, such as indigenous organizations or government ministries, can also be factored into the community contribution. However, a contribution from an international organization cannot be considered as part of the community contribution (e.g., contributions from USAID, United Nations organizations, foreign embassies, or international NGOs such as CARE, Save the Children, or the International Red Cross). The community contribution must be 25-percent of the total project cost. Most often, Partnership Program projects include a community contribution well above the minimum 25-percent requirement. Indicators of success are outlined. Indicators of success are quantifiable measurements, agreed to beforehand, that demonstrate desired changes are taking place. They measure both tangible (e.g., the number of people participating) and intangible outcomes (e.g., an increase in self-esteem among the participants). Indicators include, but are not limited to: Participants acquiring new skills that improve their quality of life (e.g., literacy, new English or math skills, or new agricultural techniques).
Improved capacity of participants to define and meet goals and objectives in the future (e.g., ability to set-up a working group to address a problem, or enhanced planning skills). Presence of linkages with similar groups or networks (e.g., learning how to connect with other organizations and people). Improved decision making (e.g., changes in attitudes such as gender inclusiveness, willingness to share ideas).
A well-developed budget in local currency and U.S. dollars details both the community contribution and requested Partnership funds. This is one of the most important components of a proposal. See the Budget section below for information on how to complete a sensible budget. The proposal contains signatures from the Volunteer and community partner acknowledging that: The community has been informed that Partnership funds are to be used only for costs associated with the project; There will be no additional funding beyond the amount requested in the Application; and Proposal acceptance and circulation to potential donors does not guarantee funding. On a case-by-case basis, the Partnership Program will help identify additional funding for a project due to unforeseen circumstances.
Referral Sheet
Included with the Application Form is a referral sheet. Volunteers should list names and addresses of potential donors with whom they have a personal relationship. Strong referrals often accelerate a projects funding. Examples of referrals include family, friends, home church, local Rotary or Kiwanis clubs and other organizations to which the Volunteer belongs. Corporations and foundations that simply sound as though they would donate, but have no personal connection to the Volunteer, should not be listed. OPSI will contact those listed on the referral sheet and request that they consider funding the project. The entire Application Form will be mailed by OPSI to each listed referral.
Executive Summary
The Executive Summary included in the proposal narratives section of the Application Form allows OPSI and donors to better understand the project. This summary should describe the project goals and what is needed to support those goals. It should be written by the Volunteer and host community and let the reader know what each party is contributing to the project. Project summaries are posted on the Peace Corps website: www.peacecorps.gov/contribute. Summaries should be clear and concise and act as a stand alone piece as they are often the only project information that a potential donor will see. The summary should be limited to 250 words. For safety and security reasons, omit the community name from the proposal summary.
Budget
When calculating the budget, be sure to double check all calculations for accuracy. This will help avoid delays in acceptance. A complete budget is required for acceptance and must include the following: Items requested for Partnership Program funding Items provided by the community Exchange rate Items requested for Partnership Program funding. A cost breakdown of items that will be purchased using PCPP funds in both U.S. dollars and local currency. Items provided by the community. Cost or cost estimate of cash, materials, or in-kind contributions being provided by the community and/or other in-country sources, such as contributions from a national ministry or county-level government organization. The community contribution section of the budget should be listed in both U.S. dollars and local currency. Exchange rate. Many countries experience fluctuating exchange rates and/or high inflation. Attempt to account for these factors as much as possible in the budget. Analysis of past exchange rate and inflation trends may be helpful in planning future expenses. The exchange rate used must be noted in the proposal. Costs Not Covered by Partnership Program Funds The following costs cannot be paid for with requested funds: Training, transport, per diem, and lodging expenses for Volunteers. Salaries, except for short-term skilled labor costs. Allowable skilled labor costs might include expenses for a plumber, electrician, or expert trainer. Operating expenses for an organization (e.g., electricity or internet service). Inflation and Fluctuating Exchange Rates Unfortunately, the Partnership Program cannot fund inflation as a separate line item. If high inflation rates are expected, build the costs into the budget by listing each item at the expected future cost. Do not simply list inflation as a budgeted item. Furthermore, be aware that the Partnership Program can only raise funds in U.S. dollars. A project is considered fully funded when the full amount requested is received in U.S. dollars. Revising Funding Requirements If it is necessary to alter the proposed budget between submission and full funding, an updated budget and narrative can be submitted to the Country Director and the Program Specialist for approval. Include a narrative explaining the changes and the reasons for them. Additionally, be mindful of the following: Decreased budgets. If the new amount has already been raised, the funds will be released to the Volunteer. Increased budgets. The community contribution must still total at least 25-percent of the new budget. Should a project need more funds after full funding, a budget amendment will be considered on a case by case basis.
Supporting Documentation
Supporting documentation is highly recommended and sometimes required. Written consent for the project by local or regional government leaders interested in the project is recommended. In addition, supporting documentation such as photographs, land titles, implementation plans and correspondence from community members may help articulate the project to sponsors.
Written in English
All proposals must be submitted in English. However, the community partners should actively participate in the process. The community partners may be interviewed in the local language or the Volunteer may choose to translate the Application Form for them to complete and later be translated back into English.
Final Tips
To review, here are the main ideas to keep in mind when crafting a proposal: Market the proposal. A clear explanation of the project goals will enhance the projects ability to attract sponsors. Only the Executive Summary will be posted on the Peace Corps website, but entire Application Form will be mailed to referrals. Be thorough. Avoid delays by submitting all required materials, as indicated on the Peace Corps Partnership Program Application cover sheet. Review the budget. Include in-country Peace Corps staff in all components of project design and implementation. The completed proposal must be approved and signed by the Country Director and the community partner. Be professional. Have a well-written proposal typed or clearly printed so it can be easily copied for circulation, as donors will be reading it as presented. Also, keep a copy of the proposal and make sure Post has one as well. Stay in contact. Notify your Partnership Coordinator at Post if there are any changes to your proposal. Be patient. The Partnership Program makes every effort to locate project support as soon as possible. The average time to fully fund projects under $4,000 is three to four months. Plans should include sufficient time to locate funding. If the project must be implemented within a narrow timeframe, this should be clearly stated in the proposal. Projects with unreasonable timelines may not be accepted.
RESPONSIBILITIES
The Volunteer with his/her community, the Post, and the Office of Private Sector Initiatives each have certain responsibilities to ensure the project is successfully formed, approved, funded, implemented and closed.
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Confirm receipt of a proposal with Post within three working days stating the proposals status as being: o Posted on the Peace Corps website and available to receive funds; o Posted on the Peace Corps website and available to receive funds but needing additional information/clarification; o Withheld from active solicitation of funds as written until noted details of necessary changes are made and the project is accepted; or o Unable to meet the Partnership Programs guidelines. Promote each project by: Contacting identified referrals and sharing the Application Form; o Uploading the Executive Summary onto the Peace Corps website; and o Identifying other potential donor groups. Once a project reaches full funding, create and submit a signed copy of the Authorization Memo instructing the release of funds. When fully funded, send the Volunteer and Partnership Coordinator the names and addresses of the projects sponsors that have authorized OPSI to release their contact information. Forward letters and Final Reports to donors as requested. Coordinate with Post for another Volunteer to assume responsibility over the project if the Volunteer is terminated early, transferred, or is medically evacuated.
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Final Report
The Final Report is a statement on the finished project for the Peace Corps and the donors. In addition to answering the questions on the Final Report form, a detailed list of expenditures should be included in both local currency and U.S. dollars. Volunteers are encouraged to send pictures to donors and as part of their Final Report to the Peace Corps. Note: In order for the Peace Corps to use these photos and images, the Volunteer must sign an Authorization to Use Personal Materials form included with the Final Report (See Appendix 5). Once the Final Report form is complete, the report must be signed by the AO, Volunteer, and Country Director. These signatures verify that all Partnership Program funds expended were spent for project purposes. OPSI will review the report and forward it to donors upon request. OPSI will e-mail the Post when the project is considered closed.
Cancelled Projects
If a project is cancelled, the Volunteer must contact the Partnership Coordinator at Post to have OPSI cancel the project. The Volunteer and community must submit receipts and an accounting of funds spent. The Volunteer and community must also return unused funds to the AO. The AO will send the unused funds to OPSI where they will be placed into the Global Fund.
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be considered by OPSI on a case-by-case basis. Please contact your Partnership Coordinator at Post to obtain prior approval from OPSI. Are donations to Partnership Program projects tax-deductible? Donations made to OPSI for Partnership Program projects are deductible as charitable contributions under IRS Code 170 (a). Furthermore, 100% of donations received by the Partnership Program go to projects in host communities where Volunteers serve. Wouldnt it be faster for donors to just send funding directly to the Volunteer? Peace Corps Volunteers are not authorized to accept gifts themselves. Additionally, only gifts made through the Partnership Program are tax-deductible. How can Volunteers track the progress of a Partnership Program request? The Peace Corps website, under the Donate Now tab, lists all current Partnership Program projects and the amounts collected and initially requested. This website is updated once a day. Volunteers may find their project to determine the amount of funding still needed. What is the best way to contribute to a project? The best way to contribute to a Partnership Program project is online via the website (www.peacecorps.gov/contribute). In addition, donors can contribute over the phone by calling (800) 424-8580, extension 2170. Checks are also accepted and should be made payable to the Peace Corps Partnership Program. The project number needs to be referenced in the memo line of the check to ensure it is applied to the chosen project. Checks mailed to Peace Corps can take several weeks to arrive, due to security procedures at federal agencies. Mail operations may be suspended due to security concerns causing further delay. Additionally, donors who give by check must indicate in writing if they want to be contacted by the Volunteer or they will not appear on the donor list. The mailing address is: Peace Corps Office of Private Sector Initiatives Peace Corps Partnership Program 1111 20th Street, NW Washington, DC 20526 Tel: (202) 692-2170; Fax: (202) 692-2171 Email: pcpp@peacecorps.gov What happens if a Volunteer is going to COS and a project does not have its full funding? The Volunteer has three options. The first is to extend his or her service. The second is to cancel the project. (Note: If a project is cancelled, all collected funds will be allocated to the Global Fund; see below for more information on this fund.) The third is to transfer the project to another Volunteer who can take over the project. What if there is money left over from a project? We encourage Volunteers to spend any remaining project monies to promote the project. However, if all avenues are exhausted and there is still money remaining, contact the AO at Post to have the money sent back to OPSI.
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Can Volunteers send pictures with their Final Reports? Yes, and they are encouraged to do so! Volunteers should sign an Authorization to Use Personal Materials Form (See Appendix 5) granting permission to OPSI to use the photos as part of the Final Report. While this form is optional, Volunteers should consider submitting this form with their Final Report so the Peace Corps may use the photos for promotional purposes. What is the Global Fund and how often is it accessed? The Global Fund is comprised of contributions made directly from donors who want to give a general gift to the Peace Corps Partnership Program. It also contains contributions from donors who donate to a specific project that has been prematurely terminated or that has already reached full funding (per the disclaimer on the OPSI website and referral letters). Periodically, the Fiscal Specialist will disburse Global Fund monies throughout the regions. The same process applies for other general funds the Partnership Program manages such as the Education Fund or Business Development Fund.
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APPENDICES
1. 2. 3. 4. 5. Cross-Cultural Exchange Sustainability Scholarship Programs Camp and Conference Projects Authorization to Use Personal Materials
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While each of the three programs have specific funding guidelines, all of the Peace Corps funding sources share two common required elements for funding: sustainability, and monitoring and reporting. 1. Sustainability The key questions to consider in addressing sustainability concerns are: How will youth camp participants demonstrate that they have acquired knowledge and skills as a result of attending the camp? How will participants apply the new information or skills in their communities? Are there opportunities for the local host organization to increase their capacity to plan, design, fund, and implement a camp in the future as a result of their collaboration with Peace Corps? 2. Monitoring and Reporting The key questions to consider in designing a monitoring and reporting plan are: What does the organization or community want to achieve? Have the camp objectives been clearly defined? What would a successful camp look like? Did the Volunteer assess the needs and resources with youth, parents, and community partners? What is the plan to get there? What steps will ensure success? How will the organization or Volunteer follow up? Have partners outlined ways to follow up with camp participants to see how new skills have been applied? Available Technical Resources The Center has partnered with the Regions to develop a number of resources to assist with the assessment, design, implementation, and monitoring of camp related activities. The ICE Catalog has many publications that can be used by staff and Volunteers in planning such activities. Follow-Up Support and Assistance for Camps Several offices within Peace Corps headquarters can assist posts to ensure their involvement with camps is consistent with Agency recommendations and guidelines. For information on camp alternatives, lessons learned, and how camps are used in particular sectors, contact a Center Specialist in your sectors. For questions related to youth development content, gender and development approaches, technical resources available in ICE or practices from other posts, contact: WID/GAD Coordinator at the Center for Field Assistance and Applied Research; Youth Development Specialist at the Center for Field Assistance and Applied Research; HIV/AIDS Programming and Training Advisor in the Office of AIDS Relief; SPA Coordinator in the Center for Field Assistance and Applied Research; or OPSI. 21
______________________________________ Name (Printed) ______________________________________ Signature ______________________________________ Address ______________________________________ City, State and Zip Code ______________________________________ Phone ______________________________________ E-mail _________________________ Date
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