THE POSITIVE ACTION MSM AND TRANSGENDER PROGRAMME Small Grants Call for Proposals 2015: Guidance Notes and Frequently Asked Questions (Updated MARCH 2015) Contents Introduction 1 The focus of The Positive Action MSM and Transgender Programme Key Objectives 2 Programme Priorities 3 Application Process Overview 5 General Guidance 6 Frequently Asked Questions (FAQs) 8 Appendix I: Letter of Declaration Template 12 Call for Proposals opens April 2015 Submit Concept Note to the Positive Action MSM/T Programme email address by 08 May 2015 Advisory Board reviews and designates organisations to receive funding Names of successful organisations will be announced in September of 2015 Introduction Please read this document carefully: it explains what kinds of projects we are looking for and what you should include in your Concept Note. Please check that your application clearly reflects this guidance. Please read this entire document, including the Frequently Asked Questions (FAQs) prior to writing and submitting a Concept Note. 1
The Positive Action MSM and Transgender Programme ViiV Healthcare s new Programme is an expansion of the Positive Action programme s current focus on vulnerable communities and the stigma and discrimination they face on a daily basis due to sexual orientation, gender identity/expression and/or HIV status. The Programme will provide funding for organizations that are able to effectively connect with MSM/T individuals and enable them to safely seek culturally competent care and services. The Programme will also support MSM/T communities as they strengthen their capacity to lead, participate in policy-making, and advocate to address the severe health disparities and health service access issues keeping MSM/T individuals from lifesaving prevention and treatment. Key Objectives: The Programme is seeking proposals that can help meet three key objectives: 1. Reduce the level and impact of stigma experienced by MSM/T individuals Stigma and discrimination remain among the primary barriers facing individuals infected with and affected by HIV; this is especially true for MSM/T individuals. The Positive Action MSM/T Programme will support work that increases knowledge and education about the harmful impacts inflicted by stigma that prevent local MSM/T populations from engaging the healthcare system. Work that effectively breaks down stigma by increasing public awareness, providing training and technical assistance, and building community support will be considered. Projects that work to decrease stigma in institutions and healthcare settings are also encouraged. Additionally, the Programme will support deconstructing structural stigma, and confronting discrimination based on real or perceived sexual orientation and/or gender identity in education settings, workplaces and the media. Support in the fight against stigma and discrimination has been a hallmark of ViiV Healthcare s Positive Action programmes for the past 23 years. This approach must be continued and enhanced over the next five years. 2. Increase access to health related services through community-based collaborations with local governments and health care enablers Local governments and health care enablers need to more effectively meet the needs of MSM/T individuals. The Positive Action MSM/T Programme will support collaborations between MSM/T-led community-based organisations, local governments and healthcare systems to ensure full access to health-related services regardless of a person s sexual orientation or gender identity/expression. 3. Strengthen the capacity of community-based organizations that engage MSM/T communities in reducing HIV 2
Positive Action MSM/T Programme will support work to strengthen those critical community enablers that advance the health and wellbeing of MSM/T populations. In a world of ever shrinking resources, it is vital that MSM/T-led community-based organisations have the resources to participate and lead in the local response to tackle stigma and discrimination in their own communities. The programme also acknowledges the importance of networking and sharing of best practices; therefore, we will entertain initiatives that encourage collaborations between MSM/T-led communities at the local, national, regional and global level. Funding Priorities: To reach these objectives, The Positive Action MSM/T Programme will prioritize the following programme strategies: Community engagement, participation and leadership The Positive Action MSM/T Programme will support core funding and capacity strengthening efforts to local MSM/T community-based organisations to ensure they have the resources to participate and lead in the local response. Many of the challenges facing MSM/T persons can only be successfully addressed when those most affected are engaged and empowered to lead. Projects that work to directly engage local MSM/T communities, create opportunities for them to participate, and help develop their leadership in the fight against HIV are encouraged. Community-centred approaches Closely related to community engagement, The Positive Action MSM/T Programme will support strategies that are designed based on local MSM/T community needs. There are many scenarios faced by MSM/T communities globally, and a one size approach does not fit all of these situations. We will support programmes that have been developed to fit each local community s opportunities to reduce stigma and improve access to local health-related services. For those seeking to serve transgender individuals, we strongly encourage programmes that are led by members of the transgender community. Where transgender populations are being served by predominately MSM organisations, we encourage efforts to empower transgender-led programming and interventions addressing the community s specific needs. Evidence-based and Evidence-generating The Programme will support projects that are quantifiable and grounded in evidence, as well as those that commit to generating evidence regarding the respective project. Data demonstrating interventions that successfully link MSM/T individuals to the continuum of care/treatment cascade (e.g., increased testing; increased diagnosis; increased linkage to care; retention in care; adherence and eventually viral suppression) would be of particular interest in order to reduce HIV disease burden within MSM/T communities throughout the world. New technology and Innovation The Programme will support strategies that utilise new technologies and digital platforms, and encourages new ideas and strategies to reduce stigma and link these communities to basic health services that are effective, safe and culturally appropriate for MSM/T populations. Given the use of social media, online networking, and other new technologies by many MSM/T individuals around the 3
globe, projects that incorporate new technologies and media innovation to reach new audiences and connect with communities are encouraged.. Advocacy and Empowerment The Positive Action MSM/T Programme will support community efforts to advocate for evidence-based, non-discriminatory policies which facilitate access to culturally appropriate health-related services for MSM/T populations. Greater advocacy is required across the broad spectrum of issues faced by MSM/T individuals especially those caused by the punitive environment that they many face due to the criminalisation of homosexuality, social norms, a lack of understanding about sexual orientation and gender identity, and/or HIV status. We will also encourage advocacy that confronts discrimination based on the real or perceived issues around sexual orientation and/or gender identity/expression in education settings, workplaces and the media. Finally, we encourage advocacy on behalf of MSM/T communities to further their involvement and inclusion with governments as they develop their national strategic planning. Definitions Community Focused ViiV Healthcare s Positive Action MSM/T Programme will provide support to critical enablers within MSM/T communities to strengthen MSM/T-led organisational capacities to implement interventions that reduce stigma and discrimination related to sexual orientation, gender identity/expression and/or HIV status. We will also support advocacy-related initiatives that challenge punitive approaches around the issues of sexual orientation, gender identity, sexual health and HIV for MSM/T persons using specific community-centred approaches. When we say that The Positive Action MSM and Transgender Programme is community focused we mean two things: - The funding is dedicated to helping HIV affected communities improve their own health outcomes, and - We will support community-led projects or projects run in full and active partnership with MSM and transgender communities. You should demonstrate in your Concept Note just how the community is engaged or represented in your project or your organisation. For example, if your project supports MSM you should demonstrate how affected MSM have helped determine the shape of your project and what role they will play in it, and likewise for projects targeted at transgender persons. The Fund does not support clinical interventions or programmes that are delivered primarily in clinical settings. However, projects that link communities with health related or clinical services through collaborative partnerships are encouraged. Please note, only non-clinical, non-governmental community based organizations are eligible to receive funding. Advocacy The Positive Action MSM/T Programme will support community efforts to advocate for evidence-based, non-discriminatory practices which facilitate access to culturally appropriate health-related services for vulnerable and marginalised MSM/T populations. We will also encourage advocacy that confronts discrimination based on 4
the real or perceived issues around sexual orientation and/or gender identity/expression in education settings, workplaces and the media. Finally, we encourage advocacy on behalf of MSM/T communities to further their involvement and inclusion with governments as they develop their national strategic planning. Application Process Overview Concept Note: The Concept Note Form template is available on our online portal www.positiveactionmsmt.com. You may only apply for one grant, so please read the eligibility criteria and requirements carefully before you apply. All concept notes must be submitted with this template, which will ask you to outline a problem your organisation is trying to address, how you will do this, and your capabilities to respond. Complete the Concept Note Form in full, and ensure that it meets our criteria. Concept Notes that are not well aligned to our key objectives and funding priorities will not be taken further. Use this guidance document, and the Frequently Asked Questions (FAQs) to guide you. Concept Notes should only be emailed to The Positive Action MSM and Transgender Mailbox after you have reviewed the FAQs in this documentation and have all of your questions satisfied. Eligible Organizations: This small grants call for proposals is focused on nongovernmental and community-based organisations that can deliver change at a community level thanks to their links with or representation within affected MSM and transgender communities Collaborations: We welcome collaborative projects with two or more organisations working together to address one or more of the Call for Proposals key objectives and funding priorities. The lead organisation should submit the Concept Note on behalf of all partners. Please see FAQs for details on collaborative applications. Required Attachments for complete application: All organizations must submit the following required attachments with the Concept Note form. Incomplete applications will not be considered. Letter of declaration (template included in APPENDIX I) List of your trustees with contact details, Proof of your organisation s registered status and Copy of your last set of audited accounts. Deadline: All applications must be received by 23:59 GMT on 08 May 2015. We have tried to provide all the information you should need to prepare your Concept Note, including a set of FAQs, but you may have one or more specific questions you need to put to us. The Positive Action MSM and Transgender Programme team will respond to queries submitted on www.positiveactionmsmt.com. Simply click on the link to register on our portal. Upon registering, you may ask clarifying questions and/or read answers to your questions that others may have already asked. TIPS FOR GETTING STARTED: Read the Full Guidance Document and determine eligibility and programme alignment, 5
Visit The Positive Action MSM and Transgender Programme Web portal at www.positiveactionmsmt.com to register and ask questions as you have them, The Concept Note template is available on the Web portal, Submit your Concept Note Form and required attachments in English via email to positiveaction.msmt@viivhealthcare.com with the subject line of Positive Action MSMT Application by 08 May 2015. General Guidance Closing date Concept Note Forms should ONLY be submitted in English via email addressed to; positiveaction.msmt@viivhealthcare.com with the subject line of Positive Action MSMT Application by 23:59 (GMT) on Tuesday 08 May 2015. Successful applicants will be notified of the Board s decision in September 2015. Work funded under this call for proposals should be ready to commence upon receipt of your initial payment. Your organisation The Positive Action MSM and Transgender Programme will support projects focused on MSM and Transgender communities that are disproportionally affected by HIV and AIDS. Any properly registered not-for-profit organisation that represents, or is working with, or for these affected communities is eligible to submit proposals. Your Concept Note should make clear why your organisation is qualified to propose and do this work. We also need to know the organisation s income for the last financial year (The Positive Action MSM and Transgender Programme will annually publish details of all its grants and what proportion of grantees income they represent). Multiple proposals As a rule Non-Governmental Organisations (NGOs) should not apply for more than one grant in this call for proposals. However, we will consider applications from different country offices of the same organisation. The size and period of the grant This RFP will be a call for a series of small grants covering a two year period with funding amounts up to 25,000/year. Grants are approved for a two year period, pending the submission of a year end report and proposed budget for year 2 (not to exceed the approved amount in the application). Budgets should be submitted in your local currency and GB at current exchange rates. Grants may cover a two-year period but may not exceed 25% of your total organizational income/year for global programmes and may not exceed 10% of your total organizational income/year if you are located in the United States. Grant requests over these percentages of your income will be rejected. 6
Geography The MSM/T Programme has stipulated that the vast majority of its small grants funding will go to projects located outside of the United States. The MSM/T Programme stipulates that 85% of project budgets should be spent in country: your budget should make it clear that you comply with this requirement. Budget Each Concept Note Form contains a mandatory project budget. This should show spending for each year of the project against lines including any capital costs (equipment etc.), staffing, travel, training, monitoring and evaluation, and communications. The Positive Action MSM and Transgender Programme allows overheads costs of up to 15% of the total project budget. Please note that the Programme does not fund large capital expenditures such as buildings or vehicles. Monitoring and Evaluation The Positive Action MSM and Transgender Programme wishes to see that all funds will be accounted for. We expect you to be able to report on your progress through quarterly phone calls, an interim report at six months, and a year end report with a proposed budget for year 2. Year 2 grant awards are contingent on meeting year end reporting requirements. Required Attachments Your Concept Note should be submitted with four attachments: A letter of declaration (see description below and template in APPENDIX I) A list of your trustees with contact details, Proof of your organisation s registration and A copy of your latest audited accounts The required attachments must also be submitted for all formal collaborators proposed in the project. Declarations, References and Validation Please fill in the attached letter of declaration template in APPENDIX I with your organisation s details. This will need to be attached to your application as mentioned above. If you are unable to scan a copy of the letter please indicate that you have mailed a hard copy to us. If possible the letter of declaration should be printed on your official headed paper and signed by a legal representative of your organisation. A false statement will render your proposal inadmissible and any grant obtained by it will be forfeit. If your proposal is a partnership or consortium we will require a letter of declaration from each of the participating organisations. Two references are required on the Concept Note template. References should have knowledge of your organisation s work and should include a named contact, their organisation, phone number and email address. If your funding is approved by the Advisory Board, validation of your organisation s charitable status is required before funding is made available. Validation will be undertaken by the Charities Aid Foundation (CAF). Please see FAQs for more details on Validation. 7
Frequently Asked Questions What size of grant may we apply for? This Call for Proposals will be for a series of small grants covering up to a two year period with funding amounts up to 25,000/year. What constitutes a project? A project may be new innovative work or an expansion of currently proven work your organisation has successfully started. For example, this could be the piloting of a new approach; taking a pilot approach to the next level; or transferring a successful model to a new location. It must have an objective that is achievable and measurable within the period of funding requested. It must be identifiable as a discrete programme of work alongside or within any larger programme your organisation runs; it should have a name that can be used by the implementer and the funder to describe the project. When should our project start? You should not request funds for a project that you cannot start upon receipt of your initial payment. We will not fund retrospectively. Are there any geographical restrictions? The Positive Action MSM and Transgender Programme has stipulated that the vast majority of its funding over all will go to projects located outside of the United States. In your application, you will need to demonstrate the need in the local community you are proposing to work in. Can we apply in a partnership or consortium? Yes. Smaller Community Based Organisations (CBOs) are encouraged to submit applications on behalf of consortia. Larger NGOs are encouraged to name smaller CBO implementing partners, and we particularly encourage you to develop new relationships that can enhance the capacity of CBOs. One agency must act as the lead agency and be prepared to hold the budget and take responsibility for the finances, management, delivery, communication and reporting of the project. All members of any consortium need to provide a signed copy of the Letter of Declaration. Can we apply for part of the total project costs or co-funding? Yes. Provided the project is well defined and the other source of funding is named in the application, The Positive Action MSM/T Programme will consider applications for part-funding. Where The Positive Action MSM/T Programme is being asked to cofund, please make clear what specific aspect of the project you are requesting funds for. Please ensure that you link The Positive Action MSM/T Programme request with our programme s Key Objectives (page 2) and Funding Priorities (page 3). Can different country offices of the same organisation make separate applications for funding? Yes, we will consider applications from multiple country offices of the same organisation. My last financial years audited accounts are unavailable, I don t have audited accounts or I have a project audit but not an organisational audit. What should I do? We require a set of audited accounts before funding will be disbursed. We will accept Concept Notes without audited accounts, so long as an explanation is 8
provided with the reasons for non-submission and details of when audited accounts will be available are provided. I am submitting a two year budget, but my country s currency fluctuates significantly with Pound Sterling how do I plan for currency fluctuations in my budget? We request that all budgets are submitted in both local currency and Pound Sterling (at prevailing rate of exchange) when budget is submitted. Please note you must include annual and total budget for your project and organization in Pound Sterling to be considered for funding. We recognise that there can be significant currency fluctuations both positively or negatively for successful grantees over the course of a two year period. If there is either a funding shortfall or budget gain as a result of currency fluctuations, we ask that you notify The Positive Action MSM and Transgender team who will work with you to manage any funding gain or shortfall as a result of currency movements. Who should I designate as lead contact? The Positive Action MSM and Transgender Programme requests that the lead contact be the person responsible for management of the project at a country level wherever possible. We believe that building capacity includes managing grants and funders and therefore will require clear explanation when the proposed primary contact for a project is not in-country. Can we submit a proposal outside this process? This call is the only foreseen Call for Proposals in 2015. Our first priority is to successfully launch our initial small grants programme. What is CAF Validation? (Only applicable if your Concept Note is accepted by The Positive Action MSM/T Programme Board) CAF is the Charities Aid Foundation and if your Concept Note is successful, they will validate your organisation to ensure you are an eligible registered charity to receive funding. To complete validation, your organisation will need amongst other things: Certified Governing Documents (covering aims, constitution, dissolution clauses etc...) - Documents can be certified by a notary, lawyer, accountant or other equivalent official. Audited Accounts Proof of the Charity s tax exemption and/or proof of registration as a charity or not for profit Description of the Charity s programmes and activities, including any brochures or other printed material. If these documents are not available in English, they will need to be translated into English (further instructions and support is available if your organisation is awarded a grant). Funding will be contingent upon your organisation successfully completing this validation process. What happens to my proposal Concept Note after I have submitted it? You will receive an email from The Positive Action MSM/T Programme team once your completed application has been successfully received by us. Do not reply to that email. What happens if I do not include the four (4) requested attachments? Your Concept Note will not be considered. 9
How will my Concept Note be assessed? Your Concept Note will be assessed for adherence to the key objectives of the Programme and relevance to the funding priorities for this call. Those organizations that meet the basic criteria for eligibility and have submitted complete applications will be reviewed by The Positive Action MSM Advisory Board, a group of community experts in the fields of HIV and sexual orientation/gender identity from across the world. Will I receive any feedback on my proposal? Unsuccessful applicants should not expect any feedback on their Concept Notes. When will the grants be announced? We hope to announce our grants in September 2015 following the decision of our Advisory Board. May I submit my application in any languages other than English? For our initial round of funding, only applications in English will be accepted. We expect to expand the languages accepted for our Concept Notes over the next two years. How will project success be measured? Projects need to be able to demonstrate their impact in the community over the funding period. We are looking for both output (the numbers you have been able to get through yours services) and outcomes (change that has been achieved as a result of your services) measures. Applicants are strongly encouraged to clearly describe the projects intended goals and plans to track and monitor progress. Must we budget for communications and monitoring and evaluation costs within the 15% overhead? No. You should budget separately for those items and they should appear in the outline of the budget you submit. All grant requests must comply with the 25% rule (or 10% rule in the US). This means that funding to your organisation may not exceed 25% of your overall income for organisations located outside of the US. For example if you had 75,000 in income in 2014, you would only be eligible to apply for 25,000 for 2015 ( 25,000 + 75,000 = 100,000 of which 25% = 25,000). US groups MUST NOT exceed the 10% limit of your overall organisation s total income. Can we seek clarification on other aspects of the grant process? Yes. Please do not telephone our office. Please visit our programme portal at www.positiveactionmsmt.com for a live discussion Q&A on this call for Proposals (you will need to register and login). You will be able to enter your question in the discussion forum. You will also be able to view other people s questions and answers in this forum. Will our project budget be audited? Yes, The Positive Action MSM and Transgender Programme reserves the right to audit a project at any time. If sufficient evidence cannot be provided that funding is being used for the charitable purpose stated in your project proposal, then we may terminate funding. If successful, what are The Positive Action MSM and Transgender reporting requirements? 10
We require a written report on project activities every six months. Six month reports may be summaries of programmes and activities with a summary budget. Annual reports need to contain full details on implementation including budget. Reporting details will be sent out to the organisations chosen to receive our funding. In addition, at a minimum The Positive Action MSM and Transgender team also expects to be in contact with grantees on a quarterly basis via phone, skype, email etc. Every grant we award is a partnership, and we hope if you are successful that we can work with you and support you to maximise the impact of your grant. 11
Appendix I Letter of Declaration Please print this text on your organisation s official letterhead and submit it signed and dated with your online Concept Note Application Form <Date> Positive Action MSM and Transgender Programme ViiV Healthcare 980 Great West Road Brentford Middlesex TW8 9GS Dear Sir, Official declaration by applicants to The Positive Action MSM and Transgender Request for Proposals I hereby declare on behalf of <name of organisation> that: - <name of organisation> is registered as a legal entity in our country of origin - we have not received funding from any other source to carry out the specific activities described within our proposal - <name of organisation> is not bankrupt, being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, has not been the subject of proceeding concerning these matters, and is not in any similar predicament arising from national or international legislation or regulation - <name of organisation> and its officers have not been the subject of any judgment with the force of law for fraud, corruption or other illegal activity detrimental to the financial and reputational interests of ViiV Healthcare - we have not been declared to be in serious breach of contract for failure to comply with our contractual obligations Yours faithfully <Signature of legal representative> <Name> <Position> 12