Frequently Asked Questions - Project Grants

1. When is the application deadline?
DSP does not have an application deadline. The application will constantly remain open. Applications for project grants can be submitted any time via e-mail at [email protected] Applications for institutional grants are accepted each day on working days, from 10:00 AM to 04:00 PM, except on Fridays when they are accepted until 02:00 PM, at the KCSF offices.

2. What important dates should the applicant be aware of before applying?
o    Call for applications for project grants for the objective/result I: October, 2015.
o    Call for applications for institutional grants for the objective/result I: January, 2016.
o    Deadline for the conclusion of all grant beneficiary activities: March, 2018.
GAB will meet approximately every two months to review applications for project grants. Whereas, it will meet at least once per year to review applications for institutional grants. As for award nominations, GAB will gather once a year
3. What is the project budged?
The minimum and maximum amount of financial support provided is not set. Applicants are encouraged to present effective and realistic budgets corresponding the presented project.

4. What is the duration of the grants?
DSP has not set any time frame in this regard concerning projects. Nevertheless, the duration of a project shall not exceed the period of 24 months and should correspond to the set objective and awaited results.
The duration of an institutional grant may extend to 2-3 years at most.

5. Can businesses apply for DSP?
Businesses are not eligible for application in none of the instruments provided by DSP.

6. Who is eligible for application for project grants?
Civil society organizations and unregistered civic initiatives.

7. Who is eligible for application for institutional grants?
Only civil society organisations may apply for institutional grants.

8. Are any other project-proposal or budget forms acceptable except the DSP application forms?
Any other project-proposal nor budget forms are acceptable except the DSP application forms which may be downloaded from the DSP web-page.

9. When applying, is the CSO registration certificate necessary?
When applying, CSOs must attach the CSO registration certificate. As for unregistered civic initiatives, a proof of functionality of the civic initiatives is required. This proof might be in the form of members’ list, petition, evidence of joint activities, photographs etc.

10. Can applications be submitted in English?
Yes, applicants may apply in Albanian, Serbian or English.
11. Should applications for project grants be submitted also with mail or in an envelope?
No, there is no need to. Applications for project grants need to be submitted only in the electronic format as .doc or .pdf via e-mail.

12. What additional documents should be provided when applying?
Each application form provides precise instructions. Please be careful to check if you have provided all each requested document for applying under the respective form. Caution! The applying procedure and documents for applying for project grants and institutional grants diverse. Only fully completed applications will be reviewed.

13. Who is qualified as a “project partner”?
All organizations and institutions which have an important impact in the implementation of any part of the project may be considered project partners. Organizations or institutions which are included in the target group of the project or partake in any activity of the project, but do not have any role in organizing and/or implementing the activity, are not considered as project partners.

14. Is it preferable to provide co-financing throughout the organization’s own capacities or any other donor?
Co-financing throughout the organization’s own capacities or other donors are not mandatory, but nevertheless acceptable and encouraged by DSP. There is no set percentage of value in cases of co-financing.

15. Is the same application form usable when applying for both project and institutional grants?
Given the distinct applying procedure, the application form for applying for project grants is not available for applying for institutional grants and vice versa.

16. Along with the concept document, what other documents need be submitted?
When applying, the below listed documents need be attached:
1. Registration certificate for CSOs or an evidence of functionality for civic initiatives;
2. The filled-in budged form in excel format;
3. If the applicant has provided co-financing for the project proposal, an evidence of the co-financing should be attached (e.g. Contract, decision, commitment);
4. If the applicant has a partner, the “Memorandum of Cooperation” proving the partnership and which includes information on the responsibilities and the role of the partner, should be attached;
5. If the activities of the project are depended from the cooperation with any public institution (e.g. council, ministry, court, municipality, independent agency etc.), the applicant need submit a document proving this cooperation (memorandum of cooperation, support letter, letter of commitment etc.).

17. Is it possible to apply with more than one application simultaneously?
The interested for applying may apply with more than one application at the same time. Nevertheless, applicants cannot simultaneously benefit two project grants or a project grant and an institutional grant.

18. Is the organisation’s Audit Report necessary?
No, the organization’s Audit Report which applies for DSP grants is not obligatory. In this regard, please consult Law 03-L-134 for the Freedom of Association in NGOs concerning Kosovar registered CSOs audit obligations. Nevertheless, when applying for institutional grants, all applicants should provide the organization’s financial balance sheets for the past two years.

19. Can the application for institutional grants be submitted only via e-mail?
No. The application should be submitted in original and another copy in A4 format at the KCSF offices. The additional documents should also be submitted in electronic format (CD-Rom).

20. Who reviews the applications?
Applications are reviewed by an independent body consisted of 5 members, known as the Grants and Awards Board (GAB). GAB is headed by the Swiss Cooperation Office in Kosova.

21. Will applicants be notified about GAB decisions?
Depending on the meeting of GAB, KCSF will contact applicants in a timely manner. Applicants will individually be informed about GAB decisions, which will also be published in the web-page.

22. Is the filing in of the questionnaire for project grant applicants obligatory?
No. Nevertheless, all applicants are strongly recommended to fill in the questionnaire:

23. If there is no conflict of interest present, should we fill in the part for conflict of interest in the application form?

Yes, by simply answering NO.

24. Should the audit cost be calculated?
Yes. After the positive review of your project, KCSF will notify you about your auditor and will set a precise cost, depending on the nature of the project.
25. Which expenses are not covered?
The below listed expenses are nor covered nor acceptable by DSP:
o    Value Added Tax – VAT (this applies for receipts above 200 EUR);
o    Custom and import expenses;
o    Debts or expenses for loss of profit;
o    Repayment for bank loans;
o    Expenses for currency exchange;
o    Purchase of land or other property;
o    Car and aggregate;
o    Repayment of expenses covered by other donors.

26. Is the purchase of equipment allowed by DSP?
The purchase of any equipment should be strongly argued and closely tied to the implementation of the project activities. If the purchase of such equipment is approved, it should be bought with the best price. In the conclusion of the project, the bought goods will belong to SDC. The ownership of this equipment will be decided on a case by case basis.
27. What is the allowed percentage of costs between the three budget lines for project grants?
There is no upper limit concerning the allowed percentage in the three budget categories. You are encouraged to propose realistic and reasonable budgets corresponding to the staff engaged, activities proposed, including the office necessities. Nevertheless, if the percentage is too high in regard to staff costs, such a request should be strongly argued when presented.

28. Where should the wages for experts and consultancy be listed?
Since there is no limit set in percentages in between the three budget lines, this cost may be listed in any of the three, deemed most suitable. Concerning special expertise for the implementation of an activity, and in circumstances where there are limited members of staff, then this cost may be listed in the category destined for activities.

29. Should newly-founded organizations fill in the section (without budget in the last three years)?
If the organization has been founded recently and as such did not have budget for the past three years, then write N/A (Not Applicable) in that budget section.

30. Is there any set criteria concerning the time of founding and years of being active?
All organizations, regardless of the time of founding and number of years active, can apply for the DSP granting scheme.

31. Is application for DSP grants under a UNMIK CSO registration certificate eligible?
No. For application for the DSP granting scheme CSO registration certificates issued by UNMIK are inadmissible.  Applicants should have and present the registration certificate issued by MLGA.