September 2016, Version 1.0
This Policy governs the relationship between Donate 4 Refugees (“D4R”) and Refugee Response Volunteers (“Volunteers”) during the end-to-end Grant Process.
This Policy is V1.0 and was last updated in September 2016. It supersedes in full all and any previous versions.
1. Requesting a Grant
1.1 When we accept your registration to use the Services we will provide you with Contributor access to the D4R Website giving you access to write posts in an area called “Campaigns – new”. This is where you make your Grant requests which you will need to submit for our review and approval.
1.2 We will provide you with a User ID and password by email from firstname.lastname@example.org (please check your Junk email folder and ensure you mark emails from our address as safe). You will be responsible for the proper use of these and for taking all necessary steps to keep these confidential and secure, to use them properly and not to make these available to unauthorised people.
1.3 You can request Grants for specific projects (“Campaigns”) that deliver humanitarian aid (“Aid”). Examples of Aid we support include, but are not limited to, shelter, food, water, mother and baby care, medical supplies, clothes, shoes, heating, cooking and lighting, education, play (including sport), IT and mobile and Volunteer essentials such as warehousing and vehicles.
1.4 The minimum information you must provide is the value of the request and a description of the Aid (we recommend including information such as the country, city/camp, number of refugees it will help, their overall position, the demonstrable benefit it will deliver). If your request is timebound then please alert us to this as early as possible.
1.5 The success of D4R is dependent on D4R and Volunteers all working together to provide a Service donors respect and want to make a donation to. D4R seeks to publish a mix of Campaigns and asks that you provide compelling reasons behind each campaign by attempting to tell a story that touches and inspires potential donors.
1.6 You must complete and submit one Campaign request per Grant sought. You can request funding for more than one Campaign at a time.
2. Approving or Rejecting a Grant
2.1 We will review all Grant requests and decide whether to accept or decline them. We are impartial. We will be looking for evidence in each request of legitimate Aid being delivered and will also use judgement to determine the relativity of the value of the Grant requested versus the Aid proposed for delivery and number of people it is expected to benefit.
2.2 We will review all Grant requests received since our last meeting at regular D4R Trustee meetings and advise Volunteers as soon as practicable once the decision is made. If a Grant request is refused, then D4R will provide feedback to the requesting Volunteer(s).
2.3 In order to limit D4R’s exposure, whilst recognising they may be doing great work but there can be more risks, the following maximum values are applied to Grant requests immediately following Registration:
• A registered charity - £1,000
• An unregistered charity, an individual volunteer or group of volunteers - £400
2.4 Once Volunteers have proven they are able to meet their commitments to D4R, and our donors, larger Grants may be requested and will be considered for approval by D4R. The value approved is at the discretion of D4R. Factors to consider include our fund-raising ability as well as the number and total value of other Campaigns already awaiting funding.
2.5 Please request realistic funding amounts that include a reasonable contingency (2-5%); and not large amounts just to be on the safe side. Over-inflated requests are likely to be rejected.
3. Publishing Approved Grant Requests
3.1 Approved Grant requests will be published as New Campaigns on the D4R Website.
3.2 They will be published in the order they are received and approved by D4R. This also determines the order in which we will fund them.
3.3 Published Campaigns provide much of the incentive to compel a visitor to the D4R Website to donate. Or not. Please tell a good story in each request. A couple of useful articles to help with this (if needed) are:
3.4 The sum of all approved Grant requests at any given time will be published on the D4R Website as a total fundraising target. Visitors to the D4R Website will be able to see at least:
• The current fundraising target (sum of all approved Grant requests from Volunteers)
• The Campaigns their donation will fund in the order D4R will fund them
• The value of cleared funds in the D4R bank account up-to-date within a 48 hour period (note: this cannot be automated and relies on manual updating, unfortunately)
• Campaigns that are funded and currently being delivered by Volunteers
• Delivered Campaigns and information on how they benefitted Refugees
4. Making a Grant Payment
4.1 We cannot guarantee to fund Campaigns within a specific period of time. D4R fundraises from a variety of sources on a continuous basis – from individuals making regular or one-off donations, through our eBay Seller shop, from the reclaiming of Gift Aid from HMRC, from corporate sponsors, through applying for grants from other sources and even bank account interest. Our income will fluctuate and a specific level in a given space of time cannot be guaranteed. Sometimes we will raise £1,000’s quickly and at other times fundraising may be slow.
4.2 When your Campaign is the next to be funded we will transfer the total Grant amount as soon as we have sufficient cleared funds in the D4R bank account.
4.3 Different payment types can be subject to different processing timescales by the numerous payment and banking institutes. This is beyond our control and any such delay in funds transfer must be accepted by you as a condition of receiving D4R Grants.
4.4 Grant payments are paid in sterling. They are transferred to you by the means we have agreed following Registration or subsequently requested by you and accepted by us. Please note that we are unable to make Grant payments to you without your correct payment information.
4.5 We reserve the right to decline to process any Grant payments at any time if we have reasonable grounds to believe that such transactions are related to fraudulent activity of any kind.
4.6 As soon as the Campaign is fully funded it will be re-categorised on the D4R Wesbite from “new” to “funded”. Visitors to the site will be able to see it on the Funded Campaigns page until such time as you confirm to us, and them, that it has been successfully delivered.
5. Delivered Campaigns
5.1 You are required to provide evidence to D4R as soon as practicable, and no more than two months after receiving a Grant, that you have paid for and delivered the Aid as funded in good faith by D4R.
5.2 Evidence must include scanned receipts for a minimum of 80% of the total value of the Grant (allowing for paperwork getting lost in such situations). Should you have less than this then a satisfactory explanation must accompany the receipts you submit. It is up to our discretion whether your explanation is accepted or a reimbursement of all or some of the Grant is required.
5.3 Further evidence of Aid delivery must be provided and can include photos, videos, volunteer blogs, quotes from Refugees who have received the Aid, or other. The more interesting the better for future fundraising.
5.4 Evidence of delivered Aid provided by Volunteers to D4R may be used by D4R on the D4R Wesbite, other social media sites and in promotional material as relevant to the ongoing promotion of D4R. D4R will not share receipts. If any other evidence is not to be shared for confidentiality or other reasons then please ensure you let us know on submission.
5.5 Once evidence is received the Campaign is re-classified on the D4R website from “funded” to “delivered” and relevant material is published. Donors who have opted to follow our Facebook page and/or Twitter account will be able to read about the delivered Campaign online on these sites.
6. Potential Issues
6.1 The nature of the Refugee Crisis and the Volunteer response to it means that needs can change quickly. D4R appreciates this and requests that registered Volunteers inform us by emailing email@example.com of any changes to an approved or funded Campaign as soon as the change is known.
6.2 Reallocation of funds to an alternative Campaign you are delivering may be approved, or it may be appropriate to refund the money to D4R for allocation to the next Campaign from another Volunteer. D4R will not unreasonably withdraw funding, but our decision is at our discretion and final.
6.3 Failure of a Volunteer to meet the conditions of this Policy is a breach of the terms of the Grant. Such breach would result in the reimbursement of the Grant from the Volunteer to D4R. The Volunteer would be suspended from the D4R Website and associated Services for a period of up to six months at the discretion of D4R.
7. Allocating Funds
7.1 We aim to allocate the overall funds such that a minimum 90% is spent on Aid and up to a maximum of 10% (or £100 in every £1,000 raised) funds Projects on a discretionary basis. This is to provide overall flexibility to positively promote the cause in the UK as well as deliver Aid.
7.2 We regret that we are unable to issue Grants to non-UK Volunteers or pay Grants into non-UK bank accounts.
7.3 We regret that we are unable to loan money to Volunteers for any purpose.