APPLICATION PROCEDURES

The TEF’s grant application process is based on the evaluation of grant requests on a competitive basis in accordance with the objectives and strategies of the TEF and the broader objectives of Saint Lucia’ Sustainable Tourism Policy.

The TEF Board will determine the amount of funds available for grant making purposes and will provide funding up to that amount, assuming sufficient number of quality proposals.

TEF-Grant-Application-Form

4.1 Grant Duration

Grants awarded by the TEF shall have a maximum duration of [two (2) years].

4.2 Grant Sizes

Grants awarded by the TEF shall be no less than $5,000 and no greater than $[50,000] [for any individual project per grant year].

4.3 Applicants

Applicants for grant funding must meet the eligibility requirements set forth in section 3.1 above.

No applicant who has previously received grant funding shall be eligible for further grant funding unless the applicant has demonstrated clear success in meeting the objectives of the prior grant awarded within the terms of the relevant grant agreement.

The TEF Board may consider allocating amounts for projects and programs and for Government and NGOs in each funding cycle.

4.4 Requests for Grant Proposals

The TEF will publish a Request for Grant Proposal at a frequency that the board sees fit.

Requests for Grant Proposals shall be published [on the officially designated TEF website] and national newspapers as necessary and where possible shall be distributed to each of the Donors for broader dissemination.

All grant proposals must be accompanied by a completed TEF Grant Application Form. (Appendix 2).

Grant proposals will be accepted from the date of publishing of the Request for Grant Proposals to the date ending [three (3)] months (or such longer time as the Executive Director may specify in the relevant Request for Grant Proposal) after the publication date.

Each such Request for Grant Proposal shall indicate:

  • the deadline by which all grant proposals for TEF grant funding shall be received in order to be eligible for TEF grant funding during the next funding cycle;
  • an indicative timeline of when the TEF expects to notify applicants of the final award of grant funding for the relevant funding cycle;
  • the maximum funding amounts available under such Request for Grant Proposal;
  • the grant funding period;
  • a description of eligible applicants, eligible sites and eligible projects; and

The Board may further advise on other factors to be determined for grant proposal;

4.5 Receipt of Grant Proposals

Upon receipt of a Grant Proposal, the Secretariat shall:

  1. register the proposal into the TEF Grant database (Appendix 4 )
  2. acknowledge receipt in writing to the applicant promptly upon receipt (Appendix 3)

4.6 Grant Proposal Initial Review and Screening

All grant proposals will go through an initial review process and must meet the eligibility criteria set out in below:

4.6.1 Initial Review Criteria
  • Strategic fit with the TEF; Is the proposal in keeping with the TEF priorities?
  • Strength and clarity of the proposed project concept and activities;
  • `1Capacity of implementing organization. Is there evidence that the organization has the capacity to implement the proposed project.
  • Applicant qualifications (including eligibility, whether the applicant has previously received TEF grant funding and whether the applicant is a GAB or NGO entity); and
  • Project cost-effectiveness; potential for leverage or generation of sustainable funding with other sources of revenue.

The Criteria Score Sheet Appendix 5 will be used to determine eligibility of the proposed project.

4.6.2 Ineligible Grant Applications

If an application is not eligible, an ineligibility letter is sent to the applicant Appendix 6.

A list of ineligible grant proposals will be sent to the Board of Directors of the TEF for their review.

4.6.3 Eligible Grant Applications

Grant applicants that have been determined to be eligible for grant funding will be written to by the secretarial inviting the potential recipient to submit a detailed Project Proposal using the stipulated TEF Project Proposal Form. Appendix 7.

4.7 Detailed Project Proposal Submission and Review

A detailed Project Proposal is submitted to the secretariat Appendix 7. After formal submission the proposal is thoroughly reviewed using the Due Diligence Work Sheet Appendix 8 and Due Diligence Score Sheet (Appendix 9).

In leading the review of Grant Project Proposals, the Secretariat may consult with the Chair, the Vice-Chair, the TEF Board, any committee of the TEF Board;

During the review phase, the Secretariat may ask the applicant to clarify any outstanding issues or complete any information that the Secretariat deems to be required in order to consider the Grant Proposal complete. The secretarial may also undertake reconnaissance visits in order to complete the worksheet.

The Secretariat shall aim to complete the review process with respect to all Grant Proposals no later than [three (3) months] following receipt of each Grant Proposal prior to submitting its recommendation to the Board.

A project summary is then prepared (Appendix 10) and sent to the members of the Board of Directors of the TEF for their review.

4.8 Grant Proposal Selection Process

Following the review process with respect to each Grant Proposal received, the Secretariat submits a recommendation with respect to each Grant Proposal for presentation to the Board, including a summary of each Grant Proposal indicating factors considered (including amounts requested) and recommending whether:

such Grant Proposal should be approved (with possible minor changes to the budget or activity); or such Grant Proposal should be rejected.

The Board shall vote on each Grant Proposal after having sufficient time to review each Grant Proposal and to discuss any questions or issues with the Secretariat and taking into account the recommendations of the Secretariat (but in any event no longer than one (1) month following submission of recommendations by the Secretariat).

Grant Proposal shall be awarded based on simple majority vote of the Board in accordance with the Bye-laws provided that:

any Grant Proposal submitted by the Government of Saint Lucia or other affiliated entity of the Government of Saint Lucia shall require approval of a Special Majority Vote (as defined in the Bye-laws) of the TEF; and

for the avoidance of doubt the interested directors’ provisions of the Bye-laws shall apply to all Board decisions with respect to any Grant Proposal awards.

 

Following the results of the Board selection of the submitted Grant Proposal, the Secretariat communicates to each applicant whether its Grant Proposal has been awarded or rejected (and the Secretariat shall communicate reasons for any rejection of a Grant Proposal to the relevant applicant).

Unsuccessful applicants are issued a Grant Proposal Decline Letter Appendix 15.

Project proposals approved for funding will be issued with an Award Notification Letter (Appendix 11). A Disbursement Request Form (Appendix 12) and a copy of the Project Disbursement Schedule will be included.

4.9 Execution of Grant Agreement

The Secretariat shall prepare, negotiate and executive a Grant Agreement with the Grant Applicant (Appendix 14). Each Grantee must sign the Grant Recipient Agreement (Appendix 14) once a project has been approved.

Subsequent disbursements shall be in keeping with the Disbursement Schedule. Requests for disbursement must be accompanied by a full report on and financial accounting for the activities related to the grant, covering the prior period being reported on, and detailing the projected requirements in accordance with the grant agreement.

5.0. Project Monitoring and Evaluation

All TEF funded grants are required to be monitored and evaluated to test the success of the proposed projects. TEF may provide technical assistance to grant recipients to strengthen their capacity to effectively monitor their work and evaluate their project outcomes.

As monitoring data becomes available through quarterly reports, TEF will make periodic evaluations of project performance relative to stated objectives and will conduct periodic site visits during the grant period, including interviewing of grantees and their community partners, verification of capital inventory, monitoring of activities and, in some cases, identification of additional needed supports.

TEF makes best practices and lessons learned available to all grantees and other stakeholders on an annual basis

5.1 Reporting Schedules for Grantees

5.1.1 Project Financial Reporting

The Grantee shall, at its own cost and expense, keep true and accurate records in accordance with generally accepted accounting principles and standards.

Grantees will be required to submit the first project financial report in accordance with the Quarterly Financial and Progress Report Form (Appendix 17) within the first three (3) months after the first disbursement and quarterly thereafter. Each report should have accompanying invoices to verify the fact that expenses were incurred, cancelled cheques or receipts to prove that payments were made and explanations for any variances from the approved budget.

 5.1.2 Project Progress Reporting

In addition, a project progress report in accordance with the Quarterly Financial and Progress Report Form (Appendix 17) should be submitted three (3) months after the first disbursement and quarterly thereafter. This should indicate the level of achievement of the targets and activities that were scheduled to be accomplished and the factors accounting for the level of achievement.

The secretarial will review the Quarterly Financial and Progress Report Form.  This review will include:

  • Comparison of disbursement schedule and disbursement request.
  • Comparison of the project targets and accomplishments
  • Comparison of projected timelines and review of any explanations of delays

5.2 Non-compliance

If a Grantee does not comply with the requirements of the grant:

The CEO contacts the Grantee using a written communication. This will remind the Grantee of the requirements and outlines what the next steps of the Grantee should be. The written communication   should outline the nature of the infringement and should present the Grantee with options and the action that the TEF will take should these options not be implemented within the stipulated time period.

Follow-up communication reminds the Grantee of the failure to comply with the options presented and indicates what action is being taken by the TEF.

5.3 Decommission Policy

Should the grantee fail to comply with the requirements of the grant within the stipulated time frame, the TEF has the option to decommit the grant. This should be viewed as the last resort and should only be exercised after all other options have been explored to ensure implementation of the grant as originally indicated by the Board of Directors of the TEF.

Grant funding approved by the TEF may be decommitted prior to the expiration of the date specified in the Grant Agreement under three (3) circumstances:

  1. a) When four (4) months have elapsed after notification of approval without any work commencing on the project, and without any satisfactory explanation for non-commencement. Where two (2) months have passed after the notification of approval and there is no evidence that work has started on the project, and there is no acceptable reason for this, the Grantee will be reminded in writing of the policy to decommit allocated funds and advised to take appropriate remedial actions. Where possible this letter will be followed up with a telephone call to ensure that the communication was received and understood.

 

  1. b) Where two (2) months have elapsed after funds were disbursed and no work was effected on the activities for which the funds were disbursed, or where there is an unjustified delay in project implementation for more than two (2) months, even though funds were disbursed to Grantee.

 

  1. c) Where after four (4) months of notification of Approval, the Grantee failed to satisfy the Pre-disbursement conditions as specified in the Grant Agreement.

 

If after two (2) months, it becomes evident that the project is not being implemented or that work has ceased, even though the Grantee has received sufficient funds to implement the approved activities, they will be reminded in writing of policy (b) above.

 

If after three (3) months, there is no evidence that the project has commenced or is being implemented without satisfactory reason, the Grantee will be advised in writing of the decommitment of Grant funding.

6.0 Project Closure

After the final Financial and Progress Report Form is submitted by the grantee, the secretariat undertakes reviews. If these are favourable, the project is recommended for closure and a Project Closure Form (Appendix 18) is completed.

The grantee is advised of this in writing (Appendix 19).