The U. S. Ambassador’s Special
Self-Help Program
GUIDELINES
Available Free of Charge
OPEN SEASON: JULY 1 to NOVEMBER 15
Please read the following guidelines before filling in the application form.
If your organization is seeking funds to support HIV/AIDS related activities, such as providing food to orphans and vulnerable children, training caregivers to people living with HIV/AIDS, or conduct workshops on prevention, this is NOT the program for you. Instead, please see the Ambassador’s PEPFAR (President’s Emergency Plan for AIDS Relief) Small Grants Program.
The purpose of the U.S. Ambassador’s Self Help Program in Zambia is to show that the U.S. Government cares for the welfare of the African people and is interested in the self-help endeavors of local communities.
This program is highly competitive. In order to enhance the likelihood for your project being selected, please study the following criteria:
1. A project should help improve basic economic or social conditions at the local community or village level, and have long-lived value. Furthermore, a successful proposal shows the likelihood that the completed project will be sustained over a long period.
2. A project is to be of a high-impact nature, benefiting the greatest number of people possible with any one single activity. Projects which directly benefit only a very limited number of people are discouraged.
3. The project must not replace or supplement activities normally supplied by the host government, e.g. building classroom blocks for a government school, providing supplies for a district hospital, etc.
4. Substantial community participation in activity is required. Contributions can include labor, materials (bricks, sand, gravel, seeds, etc.), land, buildings, or money to ensure the success of the project.
5. Funding is limited to one project, which, once started, can be completed within ten (10) months or less; and funding is on a one-time basis only.
6. Projects must be within the community’s ability to maintain and operate. Requests for large-scale agriculture or construction projects or for expensive equipment will not be priority projects.
7. Managers of a project should have evidence that they are financially responsible and will be able to account for any funds sent to them. Having a bank account, or establishing credit with the vendor you will be using for your project, is examples of such evidence.
8. The requested amount for implementing activities must be reasonable and cannot exceed the maximum of US$25,000. Usually project budgets range from US$3,000 to US$15,000.
The Special Self Help fund cannot be used for:
1. a project activity that is not clearly identified and described.
2. renovation projects.
3. revolving loan projects.
4. projects that are partially funded by another donor or from the Government of Zambia.
5. more than one project for any organization.
6. continuing former USAID projects.
7. religious or military activities, as well as projects related to police, prisons, or other law enforcement.
Note: The U.S. Embassy will not provide funding for the following items:
Ø Any recurring operating costs, e.g. rent, salaries, administrative or operating costs, petrol or other fuels, animal feed, ongoing training/educational needs, etc.
Ø Pesticides, fungicides, and herbicides
Ø personal training, education or travel, unless directly related to project
Ø Vehicles as forms of transportation
Ø Surveillance equipment
Ø Office equipment or supplies, such as duplicating machines and computers
Ø weather modification equipment
Ø Land or buildings
Ø equipment or uniforms for a national sports team or dance group
Ø printing information material
Ø abortion equipment or services
Ø luxury goods or gambling equipment
Response to proposals:
Due to the high volume of applications, we will not notify an applicant or group unless the project is selected. Please ensure that your contact information, i.e. addresses, names, phone numbers, etc., are correct. Application forms will NOT be returned to you so please keep a copy for your own records.
Time table:
Open Season: Applications can be received between July 1 and November 15 every year, to be considered for the funding in the following year. Grants are usually awarded between June and September.
Review process: The Self Help Coordinator conducts preliminary review; shortlist is then presented to the board of committee for final selection in January, which followed by the second phase of review that includes site visits. During this time, roughly between January and April, the coordinator works with potential grantees on finalizing the activities as well as line itemized budget. These exercises do not guarantee funding as some groups may fail to comply with all the requirements.
Final stage: Based on all the findings, the coordinator makes final recommendations to the Committee in April/May. Upon the Committee’s approval, a list of new grantees is formed. In the months between June and August, agreements are signed and grants awarded.
Last reminder: Before submitting your application, please take the time to look it over to ensure that you have filled out the form completely. IF THIS FORM IS INCOMPLETE (ALL OF THE QUESTIONS HAVE NOT BEEN ANSWERED), OR REQUESTED ATTACHMENTS ARE NOT INCLUDED, THE APPLICATION WILL NOT BE FORWARDED TO THE REVIEW COMMITTEE AND YOUR PROJECT WILL BE REJECTED.
Consultations:
If you would like to discuss your project in person before applying, please call to make an appointment. NO meetings without prior appointments! The number is (01) 250-955 extension 2269. If traveling to our office is difficult for you, we are happy to counsel you over the phone.
Thank you.
Program Coordinator
