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Application Process

(new organisations/grantees funded for less than 1 year)

Note: Returning grantees who have received funding for at least two consecutive years through a formal grant cycle and whose grant period comes to an end in any month in 2019, will be automatically invited to proceed with submitting an application with a detailed budget, for review in 2019:

  • Applications will be reviewed by the April 2019 and/or September 2019 depending on the end date of the applicable Grant.
  • This means that all eligible returning grantees for the year 2019 will not be required to submit an Expression of Interest (EoI) and will be able to proceed immediately to step two in our normal grant application process, that is, proceeding to submit a full application.
  • For returning grantees in the first OSF-SA grant cycle for 2019 (April) the deadline for completing the application is 10 December 2018. Site visits will be held from January – February 2019.
  • For returning grantees in the second OSF-SA grant cycle for 2019 (September) the deadline for completing the application is 20 May 2019. Site visits will be held from June – July 2019.

1. Open call for expressions of interest (new organisations/grantees funded for less than 1 year)

  • Funding areas as well as details about procedures, timelines for expressions of interest, and the application process, are available to potential applicants on OSF-SA’s website and through a general announcement.
  • Deadlines are communicated in advance.

2. Basic information and eligibility completed online and Expression of Interest (EOI) submitted online

  • Applicant organisation submits an EOI online. Basic information about the organisation and project for which funding is being sought is requested.

3. Expressions of interest reviewed by all programme staff

  • All staff jointly evaluate every EOI and observe a conflict of interest policy and procedures to avoid perceived or actual conflicts of interest (grantees, staff, the Board).

4. Organisations are invited to submit full applications

  • Organisations that meet the minimum eligibility criteria and whose EOI are aligned with OSF-SA’s focus areas are invited to make formal applications for funding via our online application system.
  • Organisations are required to submit supporting, registration, and other governance documents such as, but not limited to:
    • Registration documents: Memorandum of incorporation (non-profit company), Trust Deed (trust) and Constitution (voluntary association).
    • Non-profit organisation certificate (to confirm non-profit organisation status).
    • Valid and current tax clearance certificates from SARS.
    • Audited, unabridged annual financial statements for the last three years (less if the organisation has operated for a shorter period of time).
    • Signed conflict of interest declaration.
    • List and designations of all current Board Members/Trustees/elected officials and notes regarding any changes from any previous application.
    • Copies of recent internal/external evaluations by donors, if any.

5. Applications are received, reviewed, and evaluated by programme staff

  • The programme staff review all the applications and take into account, amongst other things:
    • The mission of the organisation.
    • The history of the organisation.
    • The organisation’s governance structure.
    • The organisation’s management and decision-making structures.
    • Whether funds will be used for political or other activities that may be prohibited by law in a particular country.
    • The legal and tax status of the organisation.
    • The financial health of the organisation.
  • For applicants that have received funding from OSF thematic programmes and OSF-SA in the past, the programme staff may examine previous grant compliance.

6. Pre-Grant Inquiry and engagement with organisations by programme staff

  • Programme staff will visit applicants for a pre-grant inquiry. These visits are intended to:
    • Assist in the verification of information received in the application.
    • Clarify the written application, if required.
    • Obtain a general sense of the organisation’s culture.
    • Provide an opportunity for the organisation to engage with programme staff on the important work that they do.
  • The outcome of the pre-grant inquiry is recorded and forms part of the organisation’s application.

7. Programme staff present the applications and recommendations to the Executive Director and the OSF-SA Board

8. The OSF-SA Board makes final decision on all grant recommendations

  • The OSF-SA Board approves or declines applications at a duly convened Board meeting at least twice a year.

9. Applicant organisation receives a final response

  • The Grant Support Unit informs all applicants in writing of the outcome.
  • The programme team engages with successful organisations to revise, where necessary, the budget and deliverables.
  • The grant management team prepares a standard grant agreement for each grantee within a reasonable timeframe.
  • Grants may only be paid by EFT and can, in certain circumstances, be paid to a fiscal agent acting for the grantee (must submit a Memorandum of Understanding).

Grant monitoring and reporting

All grants are monitored and assessed by OSF-SA according to the terms and conditions of the grant agreement.

During the duration of the grant, OSF-SA will assess progress to ensure that grant outcomes are achieved. The grantee will be responsible for the preparation of timely interim progress and financial reports and final narrative and financial reports as required by the grant agreement, on dates specified in the grant agreement.