WONCA Collaborative Fund | Policies and Procedures
1. Introduction and purpose of the Fund
WONCA is establishing a collaborative fund with the goal of promoting and supporting projects developed by its Working Parties (WPs) and Special Interest Groups (SIGs).
With this initiative, WONCA aims at enhancing the collaboration among its groups, and thus strengthening the capacities of the organisation as a whole. It is also expected to serve as a platform to exchange knowledge and increase the capability of its groups to design and implement projects.
The scope of the projects may have different focus, for example, capacity building, training activities, policy development, advocacy, or research.
The Collaborative Fund will be financed by donations and rounds of fundraising coordinated by WONCA. It is expected that the Collaborative Fund will launch a yearly call for applicants.
How does the process look like:
1. WONCA launches a call for project applications (by May 19).
We held an informative session on May 30, 2023
2. WPs and SIGs submit their project proposals (by July 31).
3. WONCA Selection Committee assesses and select the projects to be promoted for funding (by August 31).
4. WONCA Promotes the projects through its dedicated donation platform for 4 months (from September 1 until December 31).
5. The project that reaches its donation goal (by December 31) will be selected to be implemented first (from January 2024 until December 2025).
6. Through the Collaborative Fund, WONCA will assign the funds to the wining project.
7. WONCA will update the donors on the status, milestones, and achievements of the project.
8. At the end of the project, the results will be disseminated through publications, presentations, and events.
9. A new call for applicants for new projects will be open and the cycle will start again.
2. Application and call for applicants
2.1. Submission of projects
The scope of the Collaborative Fund is global, and its goal is to promote projects across all WONCA Regions.
A call for projects will be published by WONCA, inviting joint submissions from two or more groups. Single group submissions are possible, but priority will be given to cooperative submissions.
The call for applicants will only be open to WONCA’s Working Parties and Special Interest Groups and to the projects managed by them. To complete the registration process, please submit your information only through
this link (for reference purposes, you may consult the application form
here).
Once the reception period has closed, the project proposals will be assessed against specific criteria and the selected projects to be supported will be announced.
3. Selection process
3.1. The WONCA Selection Committee
The WONCA Selection Committee will select up to 3 projects from the applications received for every call for applicants round. The selection of a project means that it will be chosen to be promoted by WONCA on its donation platform, aiming at raising the necessary funds. The implementation of the project will depend on the funding obtained by means of fundraising and donations.
The WONCA Selection Committee will have 1 month to make its assessment and selection and will inform about its decision to the project applicants and to the Chair(s) of the WP or SIG.
3.2. Criteria and evaluation
The submitted proposal must contain an executive summary capturing the snapshot of the elements of the project. The project must have a title.
The WONCA Selection Committee will take its decision based on the following criteria and applicants are invited to address each of them specifically.
3.2.1. Joint submission of two or more WONCA’s Working Parties or Special Interest Groups
The collaborative fund aims at increasing the cooperation and strengthening the synergy between its different groups, priority will be given to the joint submission of proposals.
3.2.2. Alignment with WONCA mission, goals, and policies
The project proposal must be in accordance with the mission and goals of WONCA and contribute to them. It must also consider and align with existing WONCA policies, particularly with WONCA Fundraising Policies and Procedures.
3.2.3. Purpose of the project, its relevance, and the problems it intends to address.
This is the rationale of the project and includes the hypothesis and assumptions or considerations that are the reason behind the project proposal.
3.2.4. Type of project
The project proposals may have different focus, for example, capacity building, training activities, policy development, advocacy, or research.
3.2.5. Project objectives and impact
The objectives (or goals to achieve) for the project must be specific, measurable, achievable, relevant, and timely. This ensures that the project will be structured to create maximum impact.
It should be clear how the completion of the project and the achievement of its objectives will create an impact. There must be a direct correlation between the objectives and impact.
3.2.6. Participants and responsible
A list of the key people involved in the development of the proposal should be included, particularly of those responsible of the project oversight and management and a point of contact to address communications and enquiries.
3.2.7. Implementation time and geographical scope.
The implementation time must not be longer than 2 years and the application must contain the proposed starting and ending date.
The implementation plan must include a timetable and milestones.
3.2.8. Methodology
The structural and theoretical basis the project will use to conduct its implementation and achieve its results.
A sound methodological approach will provide adequate structure for the successful development of the project.
3.2.9. Monitoring and evaluation
The project must have indicators in place to measure and assess the progress and results of the project.
3.2.10. Budget and financing
The project must have a structured budget covering the different aspects of the project implementation, for example, communication and dissemination, staff, project management, operative costs, etc.
The project must have an implementation budget of up to $10,000 USD.
Once submitted the budget, WONCA will add an administrative fee of 25% and this will become part of the total budget to be funded (fundraising goal).
Out of this 25%, WONCA will cover expenses related to the donation platform, the payment processing fees, expenses on bank transactions, and the use of platforms for promotion.
WONCA will always retain this fee from any amount collected through the fundraising campaign.
If the project has external partners that will provide part of the funding, this should be taken into consideration and the relevant amount to be funded through WONCA’s Collaborative Fund should be clearly stated on the budget. This amount will be then funded by means of WONCA’s donations platform.
If there is a stakeholder co-financing the project proposal, this should be clearly indicated in the application as well as the information about the stakeholder.
3.2.11. Risk assessment
The proposal should include an identification of potential threats to the project, its probability and potential impact.
3.2.12. Project management and governance
The project must consider a project manager and a committee who will oversee the implementation of the project.
3.2.13. Partnerships and other key stakeholders
The proposal should indicate if the project has the support of other institution or organization apart from WONCA. It should also map the key stakeholders that have been identified as crucial for the correct development of the project.
3.2.14. Dissemination, publication, and deliverables
The project must contemplate a plan outlining where and how the results of the project will be published and disseminated (e.g., public report, conferences, forums, journals, meetings, press, etc.).
A results report of the project should be contemplated in the project plan. This report must be submitted to the WONCA Selection Committee and WONCA CEO at the latest 6 months after the end date of the project.
4. Intellectual property
WONCA will retain all intellectual property derived from any project implemented through the Collaborative Fund. In case of conflict with this policy, the project would not be implemented. The intellectual rights arising from any and all deliverables as part of the project, will belong exclusively to WONCA.
5. Fundraising and support process
5.1. Crowdfunding
Crowdfunding is the practice of funding a project or venture by raising money from many people, typically via the internet.
WONCA will enable its institutional donations platform to promote the selected projects and present them to the public as follows:
1. People will choose the project they want to support by donating to the Collaborative Fund on each project’s promotional page.
2. Each project will have its own donations page where key information will be displayed to inform potential donors and receive and register their support through their donations.
3. The donations campaign for every project will run for 4 months, after this, the project which reaches its donation goal, will be selected to be implemented.
4. Regarding the outcome of the fundraising campaign, the following scenarios are possible:
Scenario at the end of the four-month fundraising campaign
|
Outcome |
| 1. The project reaches 100% of its fundraising goal withing the campaign running time. |
a) WONCA will assign the funds according to the budget submitted on the project proposal.
And
b) The project will be launched.
|
| 2. The project only reaches above 75% and below 100% of its fundraising goal. |
a) WONCA will enquire the project committee if the project proposal can be scaled down from its original total budget, to meet the raised funds
If yes
b) the project will be implemented with the new budget.
If not
c) The project fundraising campaign will run for another 4 Months.
d) At the end of the extended time if the funds are still below the 75% of the fundraising goal, the campaign will end, and the funds will be kept by the Collaborative Fund.
|
| 3. The project reaches less than 75% of its fundraising goal. |
a) The project fundraising campaign will run for another 4 Months.
b) At the end of the extended time if the funds are still below the 75% of the fundraising goal, the campaign will end, and the funds will be kept by the Collaborative Fund.
|
The Collaborative Fund will transfer to WONCA’s Discretionary Fund, the corresponding funds related to the scenarios 2.d or 3.b. WONCA’s Executive Committee will then decide how to allocate these resources.
|
5.2. Support from WONCA
WONCA will provide the following support to the projects.
1. Administration and maintenance of the donation platform.
2. Coordination of the crowdfunding efforts.
3. Promotion of the projects on social media and communication channels.
4. Payment of platform, electronic payments processing and bank transaction fees.
5. Support in the dissemination of the projects’ outcomes.
6. Promotion of the fundraising of the projects during in person events such as the world conferences.