Users` manual for submission of on-line project applications and
Contents
1. Step 4 Once your registration has been approved please click on the icon New application gt Complete the fields concerning the project details and Save gt Once you have completed and saved the project 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 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 country IMPORTANT Organizations are reminded that they can only submit one application per 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 username and password Please click on the option login and use your their existing accounts IMPORTANT Registered users should submit applications for the following year using Once logged you have two options File Ed2. 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 10 case studies that are different to the case studies provided with the new application However five of these case studies can be updated versions of those submitted with respective application along with five new case studies 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 sub 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 numb
3. Help Bs BB Suggested Sites gt Web Slice Gallery v A Home ContactUs i Help i User Manual i Report User Manual UNITED NATIONS VOLUNTARY FUND FOR VICTIMS OF TORTURE PROJECT INFORMATION TYPE OF e z INFORMATION ON INFORMATION ON REQUIRED IN HOUSE DETAILS ON PROJECT ASSISTANCE m VICTIMS 1 VICTIMS 2 STAFF TRAINING ma Asraon ne You are here Home gt Projects List gt OBJECTIVES OBJECTIVES To insert an objective click on add new output in the first table a second table will open below After filling in the second table below click on save the save button is under that second table and the information should appear in the first table above ZRefresh B Objective Concrete results Indicators of success Means of verification Potential risks and planned mitigation measures No records to display OHCHR eGrants Management 4 Google Translate OHCHR eGrants Other So File Edit View Favorites Tools Help Bw p Suggested Sites Web Slice Gallery d F 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 i e linked to each objective what do you expect to have achieved Indicators of success What will be the 7 signs that your project has or has not achieved its expected results Methods for measuri
4. ND FOR VICTIMS OF TORTURE eGrants System Welcome to OHCHR eGrants Online System The United Nations Voluntary Fund for Victims of Torture was established by General Assembly resolution 36 151 of 16 December 1981 to receive voluntary contributions from Governments organizations and individuals The Fund extends financial support to non governmental organizations which provide humanitarian psychological medical social legal and economic assistance to victims of torture and members of their families Grant applications should relate to projects which provide medical psychological social economic legal humanitarian or other forms of assistance to victims of torture and members of their families Subject to the availability of funds a limited number of grants may be distributed for the training of professionals or the organization of conferences and seminars with a specific focus on the of victims of torture Office of the United Nations High Commi Do you want Internet Explorer to remember the password for ohchr org Why am I seeing this 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 The statutes the organization e A minimum of two reference letters from donors relevant organizations or experts in the field of assistance to victims of torture e A background information note on the org
5. 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 7 Financial information 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 dedi
6. Users manual for submission of on line project applications and reports on the use of past grants United Nations Voluntary Fund for Victims of Torture January 2015 A On line project applications 1 General information The on line grants system of the United Nations Voluntary Fund for Victims of Torture 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 Torture UN VFT Pages W hattheFundis 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 grantstechsupport ohchr org Please find below the main st
7. al reports on the use of past grants 1 General information The on line grant system of the United Nations Voluntary Fund for Victims of Torture is open between 15 January and 1 March every year to receive reports on the use of grants during the period January December of the previous year The deadline for the submission of reports through the on line grants system is 1 March every 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 Pages TortureFundMain 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 line reporting system please send a message to the e mail address grantstechsupport 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 1 Go to the grants website of the Fund https 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
8. anization Banking information and e A copy of the valid legal registration certificate of the organization lt E hits arants ohchrorg Register aspx Pr eacx mires IHCHR eGrants Register X 3 Google Translate File Edit View Favorites Tools Help x Google S search fe Bh Suggested Sites Web Slice Gallery v th v Pager Safetyy Toos gt Home ContactUs Help User Manual English Francais Espa ol UNITED NATIONS VOLUNTARY FUND FOR VICTIMS OF TORTURE Share More Signin About eGrant About OHCHR Contact B REGISTRATION REQUEST You have requested to be registered in the on line grants system of the Fund 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 UNVFVT sometime in the past but you use the electronic system for the first time please contact the Secretariat of the Fund by email at unvfvt ohchr org If you have an ongoing project currently funded by the UNVFVT 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 Is this the first time that you submit an appli
9. 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 9 Case studies for direct assistance projects Download and use the form provided to draft 10 new case studies and then upload When drafting the case studies make sure you answer all questions in the corresponding form 4 10 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 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 no
10. cation 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 budget lines for different types of expenditures please see the attached annex IMPORTANT As per paragraph 11 of the UNVFVT Guidelines funding requested to the Fund should focus on providing direct assistance to victims of torture Administrative costs should be reduced to the strict minimum and in principle should not be higher than 13 of the total cost of the project NB salaries however are not automatically considered as administrative costs for this purpose and can be entered in other categories 4 8 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
11. cation tothe UNVEVT yes No J E B NEW ORGANIZATION REGISTRATION Country None Language None ow Email b USER AUTHENTICATION User name B VERIFY YOUR REGISTRATION B Py https grants ohchr org NewOrg aspx P anex i ute OHCHR eGrants FIRST Tl x Google Translate O gt File Edit View Favorites Tools Help x Google E search Be I Suggested Sites v Web Slice Gallery fh O dh v Pager Safety Toolsy v f Home ContactUs Help User Manual English Francais Espa ol UNITED NATIONS VOLUNT FUND FOR VICTIMS OF Share More gt gt Signin About eGrant About OHCHR Contact FIRST TIME APPLICANTS ONLY Please upload the statutes the organization _ Browse Provide a minimum of two reference letters from donors relevant Organizations or experts in the field of assistance to victims of torture aa Please upload the background information note on the organization Please upload banking information download banking information template Please upload a copy of the valid legal registration certificate of the organization ie How did you learn about the UN Fund for Victims of Torture Internet other centre organization l _ UN field office Seminar conference Media _ Other please explain
12. chologist 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 of torture including training different costs of the training materials 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
13. ded 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 expenses 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 psy
14. echsupport 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 unvfvt 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 at 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 i 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 2g 2s 2s 2s K K K K K K K K K K K K 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 financi
15. eps 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 UNVFVT 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 grants ohchr org and click on the icon apply for a grant 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 W hitps grants chchr org default aspx Pr aBbox a hae 483 OHCHR eGrants Manage X File Edit View Favorites Tools Help x Google 2 search Wj Share More Signin d IB Suggested Sites E Web Slice Gallery A deh v Pager Safety Toos 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 User Manual UNITED NATIONS VOLUNTARY FU
16. er server error 1 2 3 and Submit server errors as they occur to the e mail address grantstechsupport ohchr org O O 070 If you are not sure of how to fill in a particular section in the report send a message to grantstechsupport ohchr org If you encounter problems with your user name and password send a message to grantstechsupport ohchr org For any type of IT problem and or question please send a message to grantstechsupport 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 13 C Annex The on line proposed budget is built around a given menu 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 torture 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 provi
17. ew Favorites Tools Help x Google Sj Search f Share More gt gt Bs WB Suggested Sites Web Slice Gallery Home ContactUs User Manual Report User Manual UNITED NATIONS VOLUNTARY FUND FOR VICTIMS OF TORTURE ORGANIZATION DETAILS PRRQMitege MEM EMERGENCY PROJECTS LIST PROJECTS LIST otay Edit To edit an application Print To print an ap Session 39th Year 2014 State Application Mode Read pp Report To edit or print a report of an app 932 DA 4 wefuiog a proved Incomplete oer New application ce 7 Previous application Please click directly 1 932 DA 3 ml a If your organization has applied for a gra Approved Incomplete Direct Gas Ee 2 8 appli n Assistance B iew application 932 DA 2 grth If your organization applies for the first t Dire New Application submitted pals Session 38th Year 2014 State Implementation Mode Read Only 932 DA lopoiuz New Inadmissible Revision not Direct P le B submitted Assistance Note You only need to register once Next time you enter into the application log in with the username and password provided 4 Informationto be included in the application 4 1 Organization details If you are a first time applicant or a past grantee please complete this section If you are a past grantee please check and update if necessary Note Kindly note that failure to update contact details of the
18. it View Favorites Tools Help i i Home ContactUs Help UserManual Report User Manual UNITED NATIONS VOLUNTARY FUND FOR VICTIMS OF TORTURE ORGANIZATION DETAILS BRR ESaSRaES EMERGENCY PROJECTS LIST You are here Home gt Projects List PROJCCTS LIST English Francais Espa ol Project No Project Title Project Type Edit Print Previous application Session 40th Year 2015 State Application Mode Read Write 934 DA Ihsane ew jection submitted Direc Ascictanca e feral f edit 1o edit an application Print To print an application year Option 1 lease click directly on this icon in the table your offeltedtion has applied for a grant for this project in the past Option 2 By Er If your trymion applies for the first time to the Fund for this project iy Report 10 edit or print a report of an application which was submitted previous If 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 system you will receive a confirmation e mail and you can then start filling the blank application form gt O
19. ng these indicators known as Means of Verification Please report on any potential risks which might stop the project achieving its results and any action planned to minimize these risks 4 5 Information on victims two tabs 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 mandatory to provide at least one record for question 7 Sub totals by region The total number of victims to be assisted indicated in questions 3 4 and 5 should be equal to the sub total to be assisted with UNVFVT grant in question 2 The subtotals by age and sex question 6 and by region question 7 should be equal to the stated number of victims to be assisted with UNVFVT grant in question 2 Click on Save to record the information IMPORTANT For statistical purposes please fill the table sub totals by target group to the maximum extent possible Please note that the choices can be multiple 4 6 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
20. organization may seriously affect communication with the Secretariat of the Fund and may eventually lead to the cancellation of a grant 4 2 Banking details Once this information is saved by the system you will only need to update it in the future if applicable Kindly note that failure to update banking details of the organization may seriously affect the disbursement of grants and may eventually lead to the cancellation of a grant 4 3 Type of assistance table After selecting the type of assistance by ticking the appropriate cell legal medical etc press the button Add new record and select a sub category by selecting from the dropdown menu proposals or by writing directly into the cell Then save by clicking the Save button on the left of the screen 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 and specify the percentage that this activity represents in the project 4 4 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 OHCHR eGrants Management 3 Google Translate OHCHR eGrants Other So X File Edit View Favorites Tools
21. 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 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
22. ption 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 New application 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 _ 8a OHCHR eGrants Management in Google Translate l 8 OHCHR eGrants Project D File Edit Vi
23. te 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 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 Submit server errors as they occur to the e mail address grantstechsupport ohchr org oo0 O If you are not sure of how to fill in a particular section in the application send a message to grantstechsupport ohchr org To report any type of IT problem and or question please send a message to grantst
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