October 2017, Version 1.1
This Policy governs the relationship between Donate4Refugees (“D4R”) and grassroots volunteers who are successfully registered with us (“Volunteers”) during the end-to-end Grant Process.
This Policy is V1.1 and was last updated in October 2017. It supersedes in full all and any previous versions.
1. Requesting a Grant
1.1 When we accept a volunteer registration we will inform you by email.
1.2 Volunteers can request Grants for specific projects (“Campaigns”) that deliver humanitarian aid (“Aid”). Examples of Aid we support include, but are not limited to, food and water, shelter and clothing, communication and education.
1.3 The minimum information volunteers must provide is the value of the grant request, location including country and city/camp, a description of the Aid needed, how many refugees it will benefit and the consequences of not providing the aid. We also need a photo. If your request is especially urgent or in any way timebound then please alert us to this as early as possible.
1.4 Volunteers must complete and submit one grant request per project, but can submit more than one request at a time.
2. Approving or Rejecting a Grant
2.1 All Grant Applications are reviewed by our Board of Trustees to decide whether to accept or decline them. Our Trustees 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 Trustees review all Grant requests received since the 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.
3. Publishing Approved Grant Applications
3.1 Approved Grant Applications 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 they will be funded.
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 D4R aims to be as transparent as possible. Visitors to the D4R Website will be able to see at least:
• The Campaign(s) their donation will fund
• Campaigns that are funded and the last twenty that are, or have been, delivered by Volunteers
4. Making a Grant Payment
4.1 D4R cannot guarantee the payment of an approved grant 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, 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 applying for 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 or misuse of any kind.
4.6 As soon as the grant 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 Our Impact page for a reasonable period of time following payment.
5. Delivered Campaigns
5.1 Volunteers must provide evidence to D4R as soon as practicable, and no more than two months after receiving a Grant, that the Aid as funded in good faith by D4R, has been bought and delivered.
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, and photos of the aid being delivered, must accompany the receipts you submit. It is at D4R Trustee 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 Donors who have opted to follow the D4R Facebook page, group 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 firstname.lastname@example.org 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 Trustee 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 sole discretion of D4R Trustees.
7. Allocating Funds
7.1 We regret that we are unable to support non-UK volunteers or pay Grants into non-UK bank accounts.
7.2 We regret that we are unable to support Aid projects outside of Europe.
7.3 We regret that we are unable to fund Volunteer stipends or living costs.
7.4 We are unable to loan money to Volunteers for any purpose.