Guidelines

Guidelines for the screening committees for identifying projects within “Karelian Child”, in the Republic of Karelia

1. The aim of the project is to improve the over-all situation of young people and encourage employability through support of children at risk and prevention of unnecessary severing of family ties of young people in this area. The age group in question is 5 to 25, with the emphasis on the most vulnerable age groups (5 to 14). When younger children are at risk even they can be supported. The program is implemented in accordance with the principles of the Finnish assistance to the adjacent areas and supports its principles for improvement in the social and health area as well as the IYF – criteria which form the framework of all actions and operations of FCYF. 
   
   
2. The leading principle is preventive action. Intervention (material assistance) can only come into question in small scale when it directly relates to the success of the preventive program or is the prerequisite for reaching the target group. When clearly material assistance is needed, organisations and institutions specialised in such work should be contacted.
   
   
3. Programs run by small citizens groups, by individuals or by existing Russian organisations are the primarily implementing agencies. Also programs initiated by municipalities and Finnish or other foreign organisations, such as Nordic agencies, can be supported. Programs, which will forge coalitions between different organisations, are welcome.
   
   
4. In the screening process, all efforts should be made to facilitate, initiate and improve projects which prevent the exclusion of children and young people in the society, which aim at preventing children from being institutionalised and which promote healthy family integration. Projects can also aim at integrating handicapped children into normal family life and into the society.
   
   
5. Program money shall not be used for building, technical equipment and administrative costs. However, when administrative costs are openly shown in a project otherwise eligible for support, such costs can be included but they, as a rule, should not exceed 20% of the overall costs. If a project includes paid staff, this must be clearly shown and in the selection process it will be considered if the salary costs are proportionate with the expected outcome for the disadvantaged youth.
   
   
6. Separate and specific rules will be issued regulating payment (travel, subsistence, fees, training material, and meals) for trainers and trainees.
   
   
7. Acceptable costs are:
   
   - training and educational costs for project volunteers and professionals
   - small provisions for volunteers
   - rents for necessary shelters, if no other solution found
   - running costs for ongoing care programs
   - for recruitment of volunteers
   - for family support in crisis situations
   - physical support which is directly benefiting the target group, including meeting facilities and material improvement
   
   
8. The screening committee has the responsibility to actively look for feasible projects and identify people who could be willing to start new programs. Such programs can cover the whole area and concentrate on areas with most needs. The countryside must not be forgotten. In selecting programs and recommending grants, the fostering of new volunteers should always be remembered, as well as the need to strengthen the civil society networks. Cooperation with the public sector is welcome when it is clearly connected with citizens´ activities and based on needs identified from a target group point of view.
   
   
9. The committee can employ part-time secretaries / researchers who will assist them in the identification process. The conditions for these should be agreed in writing and accepted by the FCYF. Travel costs for committee members will be covered but no fees will be paid if not agreed with FCYF from case to case. Books shall be kept over expenditure and shall be open for inspection. Special bank accounts only for the Karelian Child project can be opened in banks only in agreement with FCYF.
   
   
10. When the screening committee has identified a program in accordance with the criteria mentioned above, it will prepare a version describing it in Finnish or English, stating all relevant facts, including a budget. The proposal shall include at least:
    
    - organisation, persons and institution responsible for implementation
    - how many young people or families will it reach?
    - duration of proposed program
    - expected impact or improvement of conditions
    - relation to state or municipal authorities
    - does it receive funding from other sources, which?
    - how many volunteers/paid staff is involved?
    - how has the committee acquainted itself with the program?
    - supervision system, reporting requirements
    - how big grant is proposed? To whom shall it be paid and when?
    
    In its decision-making, the Committee shall try to reach unanimous decisions. If a member is in doubt about the relevance or the quality of the proposed program, he or she has the right and duty to ask for more information. If agreement is not reached, a proposal can nevertheless be forwarded, but should indicate the minority view.
    
    
11. The committee sends its proposal (application) to FCYF for approval. After approval, the agreement is signed by FCYF, the applicant and a representative of the screening committee if the project is identified by them and the monitoring will be the task of the screening committee. After delivering of agreement documents to all relevant parts the Letter of Confirmation is written and signed. Subsequent to that FCYF will transfer the money in an agreed manner. If new information is received, FCYF has the right at all time to stop the payment or take legal action if there are signs of misuse of the funds. The Committee should immediately report to FCYF if any misuse is detected. FCYF has the right to make its own investigations and independent auditing when it deems so necessary.