Users` manual for submission of on-line project applications and
Contents
1. PR td OHCHR eGrants FIRST Tl X T File Edit View Favorites Tools Help i d IB Suggested Sites E Web Slice Gallery v Bc Wied Cl ah v Pager Safetyy Toos y About eGrant About OHCHR Contact FIRST TIME APPLICANTS ONLY 2 RECOMMENDA Other centre organization JUN field office L Seminar conference Media _ other please explain Copyright OHCHR Office of the United Nations High Commissioner for Human Rights Human Rights Treaties Branch CH 1211 Geneva 10 Switzerland Step 4 Once your registration has been approved please click on the icon Create New project gt Complete the fields concerning the project details and upload the banking information form and Save gt Once you have completed and saved the organization details the project you have added will show in the project list as a record and you can start filling the request by clicking on the Edit icon and choosing the tab you want to complete amp OHCHR eGrants Project D X File Edit View Favorites Tools Help B IB Suggested Sites v E Web Slice Gallery v a pi A T Home ContactUs Help User Manual UNITED NATIONS VOLUNTARY TRUST FUND ON CONTEMPORARY FORMS OF SLAVERY ORGANIZATION DETAILS PROJECTS LIST You2. Important Use the fields for comments available for each budget item to explain and provide additional information particularly if there are relevant changes with respect to the amounts of the approved budget lines 3 Financial report Edit the numerical fields of each budget line as necessary Save the budget line before you use the field for comments for the corresponding line Should an expense initially attributed to the Fund be no longer covered with the grant change the amount to zero and kindly explain the reason for such a change It is particularly important to explain any change in the calculation behind the cost per unit initially indicated Kindly use the field for comments available for each budget item Please note that your organization must submit five case studies that are different to the case studies provided with the new application 4 Other useful tips You may enlarge or reduce the view of your application by moving the dividing line with your mouse Similarly to when you prepared the on line application consider the option of copy pasting text from a word document into the required fields in each screen By working off line you might be able to avoid problems with the connection and the server Save frequently while introducing information in each screen to make sure you do not loose information Given the new layout you may need to scroll down the different screens and s
3. amp OHCHR eGrants Project D X File Edit View Favorites Tools Help amp IB Suggested Sites v E Web Slice Gallery v a T a T Home ContactUs Help User Manual UNITED NATIONS VOLUNTARY TRUST FUND ON CONTEMPORARY FORMS OF SLAVERY LOG OFF ORGANIZATION DETAILS PROJECTS LIST You are here Home gt Projects List PROJECTS LIST Previous application Edit To edit an application Project No Project Title Project Type Edit Print Print To print an application v Session 18th Year 2014 State Application Mode Read Write P 437 Against slavery Incomplete Direct Je application Assistance P 437 Against slavery New Previous application Please click directly R Ut Report To edit or print a report of an app year Application Direct submitted Assistance R Create new project If you have already added a project add a ne an additional request to the Fund otherwise pl already initiated Note You only need to register once Next time you enter into the application log in with the username and password provided 4 Information to be included in the application 4 1 Project details If you are a first time applicant or past grantee but first time user of the grants system online please complete this section If you are a last year grantee please check and update this section if necessary Note Kindly note that failure to update contact details of the o
4. e one reference letter and contact details of two referees within competent organizations preferably an internationally recognized or well known organization in the field of contemporary forms of slavery e copies of bank statements last 3 months and recent annual accounts signed by the chair or treasurer on behalf of the management committee or board of trustees eal e gt f https unvfcfs grants ohchr org Register aspx P mbox wi GS OHCHR eGrants Register ile Edit View Favorites Tools Help I Suggested Sites Web Slice Gallery hy By Pager Safety Tools r You have requested to be registered in the on line grants system of the UN trust Fund on Contemporary Forms of Slavery In principle this option is only available for those organizations that apply to the Fund for the first time If you were awarded a grant by the UNVFCFS sometime in the past but you use the electronic system for the first time please contact the Secretariat of the Fund by email at slaverytechsupport ohchr org If you have an ongoing project currently funded by the UNVFCFS and you wish either to renew the application of the existing project or submit an application for a new different project you should use your existing account and log in to create and submit the project s If you still wish to continue please answer the questions below m None a None
5. budget lines for different types of expenditures please see the attached annex IMPORTANT As per the 22 of the UNVTFCEFS Guidelines funding requested to the Fund should focus on providing direct assistance to victims of contemporary forms of slavery Administrative costs should be reduced to the strict minimum and in principle should not be higher than 15 of the total cost of the project 4 7 Funding sources Add information about other sources of funding by adding a record per source You can introduce the name of the source and its objective either by selecting from the lists provided or by typing in the field Other please provide If the sources are in kind please explain the type of contribution the purpose and indicate its estimated value in cash if possible Do not forget to attach copies of the proof of other sources of funding or pledges received from donors if available 4 8 Case studies for direct assistance projects Download and use the form provided to draft five new case studies and then upload When drafting the case studies make sure you answer all questions in the corresponding form 4 9 Signature and submission Authorizations As established in the Fund s Guidelines all organizations supported by the Fund should allow the Secretariat full access to their financial records If you choose NO your application will not be considered admissible and the system will not allow you to
6. system you will receive a confirmation e mail and you can then start filling the blank application form gt Option 2 You can choose to create and submit an application for a new project completely different from the existing one In this case click on the icon Create a new project Please note that at this step an administrative authorization is needed from the system This procedure is not automatic and requires a certain time Once your request is authorized by the system you will receive a confirmation e mail and you can then start filling the blank application form for the new project After choosing option 1 or 2 please l Select the project that will appear in the table under the corresponding year of funding by clicking on Edit 2 Start filling in the different sections of the application by clicking on the corresponding tabs Make sure that you complete all relevant fields and include all attachments as required otherwise your application will not be saved 3 As mentioned above you should send to the Secretariat a print out of the on line application duly signed by the project leader 4 When you want to close a session save the last changes and log off IMPORTANT If you have forgotten your password please use the password retrieval function available from the log in screen of the system Kindly note that your password will be sent to the email address that you have indicated in the system
7. training materials different costs of the training etc Administration Rent of premises communication office Different budget lines should lay out the supplies office equipment security audit different costs of the running of the fees project
8. ILS SPa EENE PROJECT INFORMATION ON a INFORMATION ON REQUIRED FUNDING DETAILS PROJECT VICTIMS STAFF SOURCES fen You are here Home gt Projects List gt OBJECTIVES OBJECTIVES ZRefresh Indicators of success Means of verification Potential risks and planned mitigation measures No records to display Zp B Add New Objective OHCHR eGrants Management Google Translate OHCHR eGrants Other So X File Edit View Favorites Tools Help A W Suggested Sites 2 Web Slice Gallery d By Add New Objective Information on Objectives for the period of the application Please specify what you plan to achieve Expected results by the end of the project ie linked to each objective what do you expect to have achieved Indicators of success What will be the a signs that your project has or has not achieved its expected results Methods for measuring these indicators known as Means of Verification Please report on any potential risks A which might stop the project achieving its results and any action planned to minimize these risks Save Undo 4 4 Information on victims Make sure you introduce all details requested including sub total by region by adding new records and by migration status if available All numeric data should only be introduced without decimals Write 0 for no value Itis ma
9. RY TRUST FUND ON CONTEMPORARY FORMS OF SLAVERY User Manual eGrants System Welcome to OHCHR eGrants Online System Dear project leader You are about to submit an application to the United Nations Voluntary Trust Fund on Contemporary Forms of Slavery through the online grant management system As a new user before you start the application process you must request the registration of your organization We encourage you to start to register as soon as possible to avoid last minute delays The supporting goain erts listed below should be uploaded in order for you to complete the registration process Please have them ready in pdf or word format before you start the registration process You will then receive an e mail confirming your registration providing you with a username and a password and giving you instructions on how to proceed with the application process List of mandatory documents for registration e A copy of the valid legal certificate of the non profit organization The statutes of the organization _ i Qo FR a gt CEO nae ana IMPORTANT In order to obtain the registration organizations are requested to upload the following mandatory documents If any of these documents are missing the registration will not be accepted e copy of the statutes and organizational structure of the organization e copy of the valid legal registration certificate of the organization if available
10. Users manual for submission of on line project applications and reports on the use of past grants United Nations Voluntary Trust Fund on contemporary forms of slavery January 2015 A On line project applications 1 General information The on line grants system of the United Nations Voluntary Trust Fund on Contemporary Forms of Slavery is open to external users between 15 January and 1 March every year to receive project applications for the period January December of the following year The deadline for the submission of project applications through the on line grants system is therefore 1 March every year All applicants are strongly encouraged to carefully read this users manual which illustrates the application and how to fill it gt First time applicants will first need to register online before submitting their first application gt Previous applicants can either submit an application for the renewal of an existing project or for a new project Before starting the on line application please read the Guidelines of the Fund which are available on the Fund s website at http www ohchr org EN Issues Slavery UNVTECES Pages Apply aspx Complete the on line application by filling out all fields that apply and by providing all attachments as required To report technical problems and or address questions related to the on line application system please send a message to slaverytechsupport ohchr org Ple
11. are here Home gt Projects List PROJECTS LIST Previous application Project No Project Title Project Type Edit Print Edit To edit an application Print To print an application Session 18th Year 2014 State Application Mode Read Write P 437 Against slavery Incomplete Direct f application Assistance P 437 Against slavery New Previous application Please click directly R Ue Report To edit or print a report of an app year Application Direct m submitted Assistance B Create new project If you have already added a project add a ne an additional request to the Fund otherwise pl already initiated gt Please note that the project number will be automatically assigned by the system gt Inthe case where you wish to present more than one application for projects located in different countries please note that authorization is needed by the Secretariat so as to verify that your organization is submitting only one application per country Once your request for a new application is authorized by the Secretariat you will receive an e mail approving your request to create a new project IMPORTANT Organizations are reminded that they can only submit one application per country 3 Already registered applicants How to enter into your existing account If your organization is already registered as an on line user with the Fund you should use your existing account P
12. ase find below the main steps to follow and some useful tips to assist you while completing the on line request application 2 First time request How to register First time applicants that have never submitted a project application through the UNVCES on line grants system If you have never submitted an application to the Fund through the online grants system you need to request the registration of your organization before the system allows you to fill and submit your application Step 1 Go to OHCHR s eGrants Online System at https unvfcfs grants ohchr org Step 2 Select the language of your choice from the menu at the top of the page and Step 3 Click on the option register follow the steps to fill in the two screens and wait for the approval by the Secretariat You will receive an e mail confirming your registration providing you with a username and a password and giving you instructions on how to proceed laters Ge gt W hittps unvicts grants ohchr org default aspx P abe x A Ki fo i i Google Translate g France Info direct France info OHCHR eGrants Manage X File Edit View Favorites Tools Help W Suggested Sites 8 Web Slice Gallery v fy gt J mm v Pager Safetyy Toos v N UNITED NATIONS Office of the High Commissioner for Human Rights About eGrant About OHCHR Contact English Francais Espa ol Home Register Login Contact Us UNITED NATIONS VOLUNTA
13. lease click on the option login and use your username and password IMPORTANT Registered users should submit applications for the following year using their existing accounts Once logged you have two options OHCHR eGrants Project D x _ x Google I Search Rj Share More gt gt BB Suggested Sites Web Slice Gallery v la iad e UNITED NATIONS VOLUNTARY TRUST FUND ON CONTEMPORARY FORMS OF SLAVERY ORGANIZATION DETAILS PROJECTS LIST You are here Home gt Projects List PROJECTS LIST J Previous 8 Edit To edit an application application 4 Project No Project Title Project Type Edit Print amp Print To print an application v Session 18th Year 2014 State Reporting Mode Read Write E Previous application Please Direct Re a r m Report To edit or print a rep Assistance S Ei Ei previous year Create new project t P 437 Against slavery Report New p submitted Office of the United Nation gt Option 1 you can apply for funding for the continuation renewal of your existing project In order to do so you will have to click on the icon Previous application which will re generate your original project number and contact details Please note that at this step an administrative authorization is needed from the system This procedure is not automatic and requires a certain time Once your request is authorized by the
14. ndatory to provide at least one record for section 4 Sub totals by region Itis mandatory to fill the textual fields in section 6 Write N A for no text Sub total to be assisted with UNVFCEFS grant must be equal to the total number of newly registered and ongoing clients The total number of victims by region must be equal to the total number of victims by age and sex Click Save to save the information 4 5 Staff required Kindly note that this section should include information on ALL staff involved in the implementation of the overall project regardless of whether their salaries will be covered with the Fund s grant or not Enter all categories of posts and positions in the project in the first table The second table provides additional information on all staff members of the project Add each staff individually by adding one record per staff member working under the project including consultants and short term personnel A position must be created in the first table before records on a staff member holding that position can be added in the second table For both tables save each record when you have complete all fields You can edit and delete records as necessary To delete a post position you must first delete the corresponding staff members records in the second table Both tables should relate to the same staff this is mandatory Do not forget to submit the CVs of the staff 4 6 Financial info
15. ne reporting system please send a message to the e mail address slaverytechsupport ohchr org Please find below the main steps to follow and some useful tips to assist you while completing the on line report 2 Steps to follow Step I Go to the grants website of the Fund https unvfcfs grants ohchr org and log in to your account using your username and password Step 2 Select your language from the top menu on your right hand side You should select the language in which you will be preparing and submitting the report Step 3 Report on the project from your list by clicking on the link report Before you start your report you may choose to print the application on which you will be reporting by clicking print Step 4 Complete every screen section of the report as required You may simultaneously browse through your application to either extract text or just to refer to your proposal Step 5 Kindly note that in the financial information screen you will only be allowed to edit the numerical fields of the existing budget lines You will NOT be able to add new budgets lines to the approved revised budget Should you have a question regarding this kindly contact the Secretariat of the Fund for guidance Step 6 Make sure that you complete all relevant fields that apply and include all attachments as required and Step 7 When you want to end a working session and continue the report later save the last changes and log off
16. nu of seven different types of expenses Five types of expenses are related to the direct assistance to clients that are medical psychological legal social and financial All of these expenses refer to the assistance provided to victims of contemporary forms of slavery and or their family members o For instance the type of expense Financial should be used for budget lines which refer to the cost of the financial assistance provided to clients in the form of either petty cash to pay for transportation to receive assistance etc The type of expense In house training is meant to be assigned to activities related to the training of the staff involved in the implementation of the project The type of expense Administration should be used for budget lines related to the costs of managing and running the project Fields for comments available for each budget item are to be used to provide further information on the specific calculation behind the corresponding cost of the budget item For instance budget lines that refer to travel either national or international should include in the field for comments additional information on the purpose of the travel points of origin and destination staff travelling means of transportation number and duration of trips expenses to be covered accommodation meals Below there is a non exhaustive list of concrete examples on how to assign specific budget items to types of e
17. rganization may seriously affect communication with the Secretariat of the Fund and may eventually lead to the cancellation of a grant 4 2 Information on project In this section please provide information about the proposed project describing the pattern and evidence of the contemporary forms of slavery suffered by the victims to be assisted through the project as well as the context and justification of the project NB Type of assistance to be provided After selecting the type of assistance by ticking the appropriate cell legal medical etc the next step is to describe the activities in the box provided for this purpose It is important to indicate whether it is a new activity or an ongoing by ticking in the relevant cell Forms of contemporary slavery Select at least one and maximum of two forms of contemporary slavery by ticking the appropriate cell In addition if the victims identified as beneficiaries for this project have also been subjected to trafficking please the corresponding cell 4 3 Objective table To insert a new objective click on add new objective in the first table that appears A second table will open immediately After answering all questions in the second table click save below this second table and the information will appear in the first table Home i ContactUs Help User Manual i LOG OFF UNITED NATIONS VOLUNTARY TRUST FUND ON CONTEMPORARY FORMS OF SLAVERY ORGANIZATION DETA
18. rmation budget Insert the total budget of your organization and click on SAVE Add each budget line as a new record and complete the corresponding fields Select the area field of each type of expense from the list Select the type of budget item from the list or add a new one by selecting other and typing To add salaries please add one staff member per line You could use a line for more than one staff working under the project only if the professional category salaries and time dedication of the group of staff are similar In order to do this choose a type of area for example legal select the number of persons as units indicate the average cost per staff indicate their average total dedication to the project by selecting the months for example 6 months for a staff member working 50 for the project and introduce the total cost of the group under the project Save the budget line before you use the field for comments for the corresponding line Use the fields for comments per line to explain and provide additional information on each budget line and type of expenses if necessary It is particularly important to provide information about the calculation behind the cost per unit indicated As you elaborate the proposed budget you can choose to see the percentage allocated to each type of expense by selecting the tab to show calculations and percentage For more information on how to allocate the
19. rough an e mail about the error If this does not happen please proceed as follows Capture server error page by pressing Print screen button Open a word document Press Ctrl C to copy the page into the word doc Save it with name P number server error 1 2 3 Submit server errors as they occur to the e mail address grantstechsupport ohchr org O O O O O If you are not sure of how to fill in a particular section in the application send a message to slaverytechsupport ohchr org To report any type of IT problem and or question please send a message to slaverytechsupport ohchr org Once you have completed the entire application check that all information is there before submitting it You can do this by using the print out option Please note that in the case where mandatory fields are not duly completed the system will not allow your application to be submitted Once you have submitted the application on line please print out a copy and send it duly signed to the secretariat e mail slaveryfund ohchr org All organizations which complete their online application but do not press the Submit button by the time the application period is closed down will appear in the system as Incomplete If the fields Authorizations and or the Agreement with the terms and guidelines of the Fund have not been ticked before clicking the Submit button a warning message will appear a
20. submit it Final submission you need to agree with the terms of the Guidelines before you can submit the application IMPORTANT Do not forget to press the submit button otherwise the system will not record your submission as completed You will receive an email confirming receipt of the application with your project number to be used as a reference in your communications with the Secretariat of the Fund 5 Useful tips Regarding the filling of tables be sure to save the inserted data line by line as you go in order not to lose them Concerning the open ended questions please note that the backup information is only possible once the page has been fully completed Consider fill in the fields by preparing answers on a Word document and using the copy and paste feature By preparing your application on a Word document you may avoid connection and server problems Fields for text are limited to 4 000 characters and any additional character is automatically deleted Therefore please ensure that you do not enter text above the allowed limit otherwise the information will be lost Calendars you can browse through the days of the month that appear You can browse quicker through the days months years by clicking on the name of the month and then selecting the month years and date and by clicking OK When server errors occur a message will be displayed informing you that the web team master have been notified th
21. t the bottom of the page and the application will not be considered as submitted hence featuring as Incomplete at the time of closing of the call All organizations which have NOT filled all the mandatory fields 1 e all fields except those in which it is stated if applicable or Optional will not be able to submit their applications hence will not appear as incomplete at the time of closing of the call KK K K K K K K K K K K K oo REMINDER No applications will be considered in the absence of Narrative and Financial reports on the use of previous grants B On line narrative and financial reports on the use of past grants 1 General information The on line grants system of the United Nations Voluntary Trust Fund on Contemporary Forms of Slavery is open to external users between 15 January and 1 March every year to receive project applications for the period January December of the following year Before starting the on line report read carefully the Guidelines of the Fund which are available on the website at http www ohchr org EN Issues Slavery UNVTECEFS Pages Apply aspx Complete the on line report by filling out all fields by providing all attachments as required IMPORTANT Once you have completed and submitted the report on line kindly print out the form and send a hard copy duly signed to the Secretariat by e mail or postal mail To report technical problems and or address questions related to the on li
22. ub screens in order to find the save button When server errors occur a message will be displayed informing you that the web team master have been notified through an e mail about the error If this does not happen please proceed as follows o Capture server error page by pressing Print screen button Open a word document Press Ctrl C to copy the page into the word doc Save it with name P number server error 1 2 3 and Submit server errors as they occur to the e mail address slaverytechsupport ohchr org O O O 0 If you are not sure of how to fill in a particular section in the report send a message to slaverytechsupport ohchr org If you encounter problems with your user name and password send a message to slaverytechsupport ohchr org For any type of IT problem and or question please send a message to slaverytechsupport ohchr org Once you have completed the entire report check that all information is there before submitting You can do this by printing the document IMPORTANT Reports on previous grants will be prepared using the on line system and similarly to the on line applications they should be submitted each year by 1st March at the latest New applications will not be considered in the absence of the financial and narrative report on the use of the grant awarded for the previous year C Annex The on line proposed budget is built around a given me
23. xpenses Type of expense Examples of budget lines Comments Medical Salary of doctor medicines travel of doctor Should be connected to the table of staff to provide medical assistance travel of and time dedication indicated travel client to receive medical assistance should be explained as mentioned above Psychological Salary of psychologist travel of Should be connected to the table of staff psychologist to provide psychological and time dedication indicated travel assistance travel of client to receive should be explained as mentioned above psychological assistance Legal Salary of lawyer or para legal staff legal Should be connected to the table of staff fees travel of psychologist to provide and time dedication indicated travel psychological assistance travel of client to should be explained as mentioned above receive psychological assistance Social Salary of social worker travel of social Should be connected to the table of staff worker to provide social assistance travel of and time dedication indicated travel client to receive social assistance should be explained as mentioned above Financial Financial assistance to client to pay for Purpose and average calculation of transportation to receive assistance financial assistance per client is to be explained In house training Cost of 2 day training to staff on medical Different budget lines should lay out the documentation including
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