Pcpp Volunteer Handbook February 2008[1]

8/3/2019 Pcpp Volunteer Handbook February 2008[1]

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Peace Corps

Partnership Program

Volunteer Handbook

Peace Corps

Office of Private Sector Initiatives

Peace Corps Partnership Program

1111 20th Street, NW

Washington, DC 20526

Tel: (202) 692-2170 or 1-800-424-8580 x2170

Fax: (202) 692-2171

Email: [email protected]

Website:www.peacecorps.gov/contribute
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Revised ~ February 2008


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TABLEOF CONTENTS

THE PEACE CORPS PARTNERSHIP PROGRAM ............................................ 1OVERVIEWOFTHE PEACE CORPS PARTNERSHIP PROGRAM.................................................................................................... 1

TYPESOF PARTNERSHIP PROGRAM PROJECTS...................................................................................................................... 1SIZEOF PARTNERSHIP PROGRAM PROJECTS......................................................................................................................... 1OVERVIEWOF FUNDING PROCESS...................................................................................................................................... 2KEY CONSIDERATIONS..................................................................................................................................................... 2

HOW THE PEACE CORPS

PARTNERSHIP PROGRAM WORKS ............................................................ 3PROJECT DEVELOPMENT .................................................................................................................................................. 3COMMUNITY CONTRIBUTION............................................................................................................................................. 3PROPOSAL DEVELOPMENT................................................................................................................................................3PROPOSAL APPROVALAND SUBMISSION.............................................................................................................................3PROJECT FUNDING..........................................................................................................................................................3FUNDING AUTHORIZATION................................................................................................................................................ 4PROJECT IMPLEMENTATION............................................................................................................................................... 4

PROJECT COMPLETION .................................................................................................................................................... 4PEACE CORPS PARTNERSHIP APPLICATION FORM ..................................... 5

PROPOSAL GUIDELINES.................................................................................................................................................... 5REFERRAL SHEET............................................................................................................................................................ 7EXECUTIVE SUMMARY..................................................................................................................................................... 7BUDGET........................................................................................................................................................................8SUPPORTING DOCUMENTATION.......................................................................................................................................... 9WRITTENIN ENGLISH...................................................................................................................................................... 9FINAL TIPS.................................................................................................................................................................... 9

RESPONSIBILITIES ................................................................................ 10RESPONSIBILITIESOFTHE PEACE CORPS VOLUNTEER.........................................................................................................10RESPONSIBILITIESOFTHE POST.......................................................................................................................................10RESPONSIBILITIESOFTHE OFFICEOF PRIVATE SECTORINITIATIVES......................................................................................10

FINISHING THE PROJECT ........................................................................ 12FINAL REPORT.............................................................................................................................................................12CANCELLED PROJECTS................................................................................................................................................... 12CLOSEOF SERVICE BEFORETHE PROJECTIS COMPLETED...................................................................................................12

FREQUENTLY ASKED QUESTIONS ........................................................... 13

APPENDICES ......................................................................................... 16APPENDIX 1: CROSS-CULTURAL EXCHANGE..................................................................................................................... 17APPENDIX 2: SUSTAINABILITYOF PROJECTS...................................................................................................................... 18APPENDIX 3: SCHOLARSHIP PROGRAMS............................................................................................................................ 19APPENDIX 4: CAMPAND CONFERENCE PROJECTS..............................................................................................................20APPENDIX 5: PEACE CORPS AUTHORIZATIONTO USE PERSONAL MATERIAL.........................................................................22


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THE PEACE CORPS PARTNERSHIP PROGRAM

Overview of the Peace Corps Partnership ProgramThe Office of Private Sector Initiatives (OPSI) at Peace Corps headquarters in Washington, D.C.manages the agencys gift acceptance authority. OPSI also administers the Peace CorpsPartnership Program (Partnership Program or PCPP) which connects small, community-initiatedprojects with partners in the United States for financial support. These connections not onlyachieve goals in the host community, improving the quality of life for its members, but they alsofoster international understanding between the communities and U.S. partners.

Since its inception in 1964, the Partnership Program has helped thousands of Peace CorpsVolunteers in countries all over the world, addressing needs that benefit the health and well-being of communities abroad. While the Partnership Program does not directly fund projects, itserves as a link to groups, foundations, service organizations, and individuals wanting tocontribute to the valuable work Volunteers do with their host communities. The PartnershipProgram is also the venue for host communities to convey their needs to potential donors in the

United States. Finally, the program attracts Americans who share a concern for grassrootsdevelopment. By establishing a link between Americans and communities overseas, thePartnership Program facilitates an understanding among different cultures and the opportunityfor cross-cultural exchange (See Appendix 1).

Volunteers are invited to submit proposals to the Partnership Program to obtain financialassistance in support of community projects. By assisting community members in the applicationprocess, Volunteers become active players in promoting people-to-people assistance.

Types of Partnership Program ProjectsThe Partnership Program covers a wide range of projectsfrom establishing community gardens

and constructing latrines to providing technical trainings and oral hygiene classes. Volunteersfrom all sectors including: agriculture, business development, education, environment, health,municipal development, water and sanitation and youth development are encouraged toparticipate.

Information about current PCPP projects can be found on the Peace Corps website:www.peacecorps.gov/contribute . These current projects can be used as examples for newprojects, or entirely original ones can be created. The Partnership Program will consider fundingany project that falls within the Partnership Programs guidelines set forth in this Handbook.

Size of Partnership Program Projects

The average project request from the Partnership Program is approximately $3,200. Requestingmore than $5,000 is NOT recommended because it can take six months or more to fund a projectof this size, while smaller projects can generate funds within weeks. It is recommended thatprojects requesting more than $5,000 be reviewed to see if they can be broken into multiple,smaller projects. For example, rather than attempting to build a school, perhaps the addition of aclassroom would benefit the community in a more timely fashion.Note: Partnership Programfunding is never guaranteed.

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Overview of Funding ProcessVolunteers interested in submitting a Partnership Program Application can begin assisting theircommunities with identifying a pressing need and a solution to that need. Volunteers andcommunities then work together to submit the Application Form (also more generally termedproposal) to the Partnership Coordinator at Post. Other relevant parties, as determined by the

Post, may be asked to review the Application including: Associate Peace Corps Director(APCD), Program Assistant (PA), Administrative Officer (AO), Peace Corps Volunteer Leaders,and Volunteer Advisory Council members.

After in-country review and approval from the Country Director (CD), the proposal is submittedto OPSI at Peace Corps headquarters. Once the proposal is accepted, OPSI begins to look forfunding sources. The Executive Summary contained in the Partnership Program proposal isposted on the Peace Corps website for online donations. Donations may also be made via mailand over the phone. Potential donors may include individuals, schools, churches, businesses,foundations, civic groups, or returned Peace Corps Volunteer (RPCV) groups. After therequested amount is raised, funds are released and sent to the Volunteer and community partner.

Upon project completion, the Volunteer, working in conjunction with the community, submitsthe Final Report and full project accounting summary to the Partnership Coordinator at Post. TheFinal Report and project accounting summary should be signed by the Volunteer, AO, and CDand submitted to OPSI. Once OPSI reviews and accepts the Final Report, the project file isclosed.

Key ConsiderationsA project should be submitted six to 11 months into a Volunteers service so that there issufficient time to raise funds and complete the project. A project requesting less than $4,000usually takes three to four months to be fully funded. Once the Authorization Memo isprocessed, it takes approximately 10 business days for the funds to be available in-country.

The Partnership Program is an excellent way to connect organizations and individuals withoverseas communities and the work of a Volunteer. Donors can be assured that their donationsare directed toward important projects because Volunteers are well-trained in assisting theircommunities in identifying pressing needs. In addition to the Volunteers family and friends, pastcontributors to the Peace Corps Partnership Program included:

Foundations Schools

RPCV groups Individuals/estates

Businesses Civic groups (e.g. Kiwanis andRotary Clubs)

On the Application Form, Volunteers are requested to submit a referral list of potential donors.It is critical that Volunteers present a clear and marketable Executive Summary of their project toensure that it is viewed favorably when posted on the website.

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HOWTHE PEACE CORPS

PARTNERSHIP PROGRAM WORKS

The Office of Private Sector Initiatives serves as the link to donors in the United States. For the

Partnership Program to act as this intermediary of funds, the following process is followed: Project Development

Community Contribution

Proposal Development

Proposal Approval and Submission

Project Funding

Funding Authorization/Funds Sent to Post

Project Implementation

Project Completion

Project DevelopmentVolunteers assist their community in identifying a pressing need and developing a strategy toaddress that need.

Community ContributionTo verify community ownership and initiation, a 25-percent minimum community contribution ofthe total project cost is required. Volunteers help their communities quantify how much time,labor, transportation, and financial or material support the community will provide. Most often,communities contribute much more than 25-percent.

Proposal Development

Volunteers and host communities develop and submit to Post their Application Form whichdescribes how needs can be met by combining host community resources and potentialcontributions from donors in the United States. While Volunteers are required to submit theirproposal in English to OPSI, they should translate the Application Form into the local languageand work closely with community partners to develop the proposal.

Proposal Approval and SubmissionAfter the proposal and budget are discussed by appropriate in-country Peace Corps staff andapproved by the Country Director, the proposal is forwarded to OPSI. OPSI can accept theproposal and proceed with fundraising or request additional information.

Project FundingUpon receipt and acceptance of the proposal, the Partnership Program markets the project inseveral ways. Each Volunteer should submit a list of individuals and organizations with whichthe Volunteer has a personal connection. These generally include friends, family, andprofessional contacts. OPSI will contact each of these referrals, send a copy of the proposal, andpost the Volunteers Executive Summary on the Peace Corps website.

Volunteers can help by contacting friends, family, fraternal organizations, civic groups (such asKiwanis or Rotary Clubs), and other parties to tell them about the project. All donations and

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potential donors should be directed to OPSI. While there is no guarantee that a project will befunded, on average it takes three to four months for projects under $4,000 to be funded. Thefundraising time frame depends on the project type, amount requested, strength of theVolunteers referrals, and clarity of the Executive Summary provided on the Application Form.Note: Should a proposed project not reach full funding, OPSI does not release the portion of

funds raised for that project.

Funding AuthorizationOnce a project is fully funded, the Partnership Program authorizes funds be disbursed to theVolunteer. The Authorization Memo sent to Post includes a donor list and information on thesponsors. This information should be used by the Volunteer to write thank-you letters and sendprogress updates to donors.Note: The donor list only includes donors that have authorized OPSIto release their contact information to the Volunteer. This information should not be shared.

Project ImplementationOnly after funds are received should project implementation begin. During this period,

participation in a cultural exchange with sponsors is recommended (See Appendix 1).

Project CompletionOnce the project is completed and all funds are spent, the Volunteer and community partnerssubmit the Final Report and fiscal accounting summary with receipts for signatures at Post. Ifexcess funds remain, the AO at Post will return the money to OPSI and complete a budgetreconciliation memo. Once approved and signed at Post, the Final Report and accountingsummary are sent to OPSI for review. Upon acceptance, the project is closed. Note: FinalReports may be forwarded to donors upon request.

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PEACE CORPS PARTNERSHIP APPLICATION FORM

The Partnership Program Application Form is designed to guide the Peace Corps Volunteer andhost community in writing a complete Partnership Program proposal. The information providedon the Application Form may be used by the Peace Corps to publicize and promote thePartnership Program as well as for fundraising purposes.

The Application Form has a cover sheet that needs to be signed by the community partner,Volunteer, and Country Director. By signing the proposal, Volunteers and their communitypartner acknowledge that they understand that Partnership Program funds are to be used only forcosts associated with the project, that there will be no additional funding beyond the amountrequested in the Application Form, and that they recognize funding through the PartnershipProgram is not guaranteed. The cover sheet also provides a check list to track the sections thatneed to be completed.

Proposal GuidelinesEach of the Partnership Programs guidelines must be met for a project to be accepted. TheApplication Form includes narrative sections that should describe how each of the followingguidelines will be fulfilled:

The project is community initiated and directed;

The project meets a pressing community need;

A well-developed plan for implementation exists for the project;

The community contributes at least 25-percent of the total project cost;

Measurable indicators of success are outlined;

A well-developed budget in local currency and U.S. dollars details both the communitycontribution and requested Partnership funds; and

The proposal contains signatures from the Volunteer and community partneracknowledging that:

o The community has been informed that Partnership funds are to be used only for

costs associated with the project;o There will be no additional funding beyond the amount requested in the proposal;

ando Proposal acceptance and circulation to donors does not guarantee project funding.

The project is community initiated and directed. This guideline ensures that the community is thedriving force behind the project and will take ownership of it once it is completed. The followingquestions should be addressed on the Application Form:

Who first proposed this project? What are the roles and responsibilities of community members?

If the project was proposed or is supported by a non-local, is it clear community membersreally want or need it, intend to participate, and would not rather use their resources insome other way?

How involved are the beneficiaries in project planning?

How will the community oversee the project?

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The project meets a pressing community need. This guideline helps to establish the merit of theparticular project among a host of other expressed needs. The following questions should beanswered:

What indicates this project will meet a need community members consider important?

Are there any benefitsincluding quantifiable onesthat might not be immediately

apparent to a sponsor? What happens if the project is not implemented?

A well-developed plan for implementation exists for the project. Volunteers and communitymembers should focus on issues that affect how successfully their project can be implemented.Considerations should include in-country means of support; resources and time; andsustainability.

In-country means of support. Have all sources of financial, material, and technicalsupport been explored that could bring the community more into the mainstream of localand national development efforts?

Resources and time. Is there staff available to implement and continue the project? Can

the services of a qualified builder, plumber, teacher, nurse, architect, electrician, or othernecessary personnel be obtained (preferably locally)?

Sustainability. Will the project continue to serve the community even when the externalsources of funding have been exhausted? See Appendix 2 for additional considerations.

Proposals must also include a timeline for the successful implementation and completion of theproject. Avoid specifying exact dates, but rather use terms such as Week 1 to indicate timeperiods. Include any special circumstances that may affect implementation time and schedule,such as a rainy season.

The community contributes at least 25-percent of the total project cost. To guarantee community

ownership of the project and enhance its long-term sustainability, the Partnership Programrequires at least a 25-percent community contribution. This contribution often includes the costsof all manual labor and transportation associated with the project. Host community contributionsmight also include direct financial contributions of cash or raw materials. Contributions fromlocal or other in-country sources, such as indigenous organizations or government ministries, canalso be factored into the community contribution. However, a contribution from an internationalorganization cannot be considered as part of the community contribution (e.g., contributionsfrom USAID, United Nations organizations, foreign embassies, or international NGOs such asCARE, Save the Children, or the International Red Cross). The community contribution must be25-percent of the total project cost. Most often, Partnership Program projects include acommunity contribution well above the minimum 25-percent requirement.

Indicators of success are outlined. Indicators of success are quantifiable measurements, agreed tobeforehand, that demonstrate desired changes are taking place. They measure both tangible (e.g.,the number of people participating) and intangible outcomes (e.g., an increase in self-esteemamong the participants). Indicators include, but are not limited to:

Participants acquiring new skills that improve their quality of life (e.g., literacy, newEnglish or math skills, or new agricultural techniques).

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Improved capacity of participants to define and meet goals and objectives in the future(e.g., ability to set-up a working group to address a problem, or enhanced planningskills).

Presence of linkages with similar groups or networks (e.g., learning how to connect withother organizations and people).

Improved decision making (e.g., changes in attitudes such as gender inclusiveness,willingness to share ideas).

A well-developed budget in local currency and U.S. dollars details both the community

contribution and requested Partnership funds. This is one of the most important components of aproposal. See the Budget section below for information on how to complete a sensible budget.

The proposal contains signatures from the Volunteer and community partner acknowledging

that:

The community has been informed that Partnership funds are to be used only for costsassociated with the project;

There will be no additional funding beyond the amount requested in the Application; and Proposal acceptance and circulation to potential donors does not guarantee funding.

On a case-by-case basis, the Partnership Program will help identify additional funding for aproject due to unforeseen circumstances.

Referral SheetIncluded with the Application Form is a referral sheet. Volunteers should list names andaddresses of potential donors with whom they have a personal relationship. Strong referrals oftenaccelerate a projects funding. Examples of referrals include family, friends, home church, localRotary or Kiwanis clubs and other organizations to which the Volunteer belongs.

Corporations and foundations that simply sound as though they would donate, but have nopersonal connection to the Volunteer, should not be listed. OPSI will contact those listed on thereferral sheet and request that they consider funding the project. The entire Application Formwill be mailed by OPSI to each listed referral.

Executive SummaryThe Executive Summary included in the proposal narratives section of the Application Formallows OPSI and donors to better understand the project. This summary should describe theproject goals and what is needed to support those goals. It should be written by the Volunteer andhost community and let the reader know what each party is contributing to the project. Project

summaries are posted on the Peace Corps website: www.peacecorps.gov/contribute .Summaries should be clear and concise and act as a stand alone piece as they are often the onlyproject information that a potential donor will see. The summary should be limited to 250 words.For safety and security reasons, omit the community name from the proposal summary.

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BudgetWhen calculating the budget, be sure to double check all calculations for accuracy. This will helpavoid delays in acceptance. A complete budget is required for acceptance and must include thefollowing:

Items requested for Partnership Program funding

Items provided by the community Exchange rate

Items requested for Partnership Program funding. A cost breakdown of items that will bepurchased using PCPP funds in both U.S. dollars and local currency.

Items provided by the community. Cost or cost estimate of cash, materials, or in-kindcontributions being provided by the community and/or other in-country sources, such ascontributions from a national ministry or county-level government organization. The communitycontribution section of the budget should be listed in both U.S. dollars and local currency.

Exchange rate. Many countries experience fluctuating exchange rates and/or high inflation.Attempt to account for these factors as much as possible in the budget. Analysis of past exchangerate and inflation trends may be helpful in planning future expenses. The exchange rate usedmust be noted in the proposal.

Costs Not Covered by Partnership Program Funds

The following costs cannot be paid for with requested funds:

Training, transport, per diem, and lodging expenses for Volunteers.

Salaries, except for short-term skilled labor costs. Allowable skilled labor costs mightinclude expenses for a plumber, electrician, or expert trainer.

Operating expenses for an organization (e.g., electricity or internet service).

Inflation and Fluctuating Exchange Rates

Unfortunately, the Partnership Program cannot fund inflation as a separate line item. If highinflation rates are expected, build the costs into the budget by listing each item at the expectedfuture cost. Do not simply list inflation as a budgeted item. Furthermore, be aware that thePartnership Program can only raise funds in U.S. dollars. A project is considered fully fundedwhen the full amount requested is received in U.S. dollars.

Revising Funding Requirements

If it is necessary to alter the proposed budget between submission and full funding, an updatedbudget and narrative can be submitted to the Country Director and the Program Specialist for

approval. Include a narrative explaining the changes and the reasons for them. Additionally, bemindful of the following:

Decreased budgets . If the new amount has already been raised, the funds will be releasedto the Volunteer.

Increased budgets . The community contribution must still total at least 25-percent of thenew budget. Should a project need more funds after full funding, a budget amendmentwill be considered on a case by case basis.

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Supporting DocumentationSupporting documentation is highly recommended and sometimes required. Written consent forthe project by local or regional government leaders interested in the project is recommended. Inaddition, supporting documentation such as photographs, land titles, implementation plans andcorrespondence from community members may help articulate the project to sponsors.

Written in EnglishAll proposals must be submitted in English. However, the community partners should activelyparticipate in the process. The community partners may be interviewed in the local language orthe Volunteer may choose to translate the Application Form for them to complete and later betranslated back into English.

Final TipsTo review, here are the main ideas to keep in mind when crafting a proposal:

Market the proposal. A clear explanation of the project goals will enhance the projectsability to attract sponsors. Only the Executive Summary will be posted on the Peace

Corps website, but entire Application Form will be mailed to referrals. Be thorough. Avoid delays by submitting all required materials, as indicated on the

Peace Corps Partnership Program Application cover sheet. Review the budget. Includein-country Peace Corps staff in all components of project design and implementation.The completed proposal must be approved and signed by the Country Director and thecommunity partner.

Be professional. Have a well-written proposal typed or clearly printed so it can be easilycopied for circulation, as donors will be reading it as presented. Also, keep a copy of theproposal and make sure Post has one as well.

Stay in contact. Notify your Partnership Coordinator at Post if there are any changes toyour proposal.

Be patient. The Partnership Program makes every effort to locate project support as soonas possible. The average time to fully fund projects under $4,000 is three to four months.Plans should include sufficient time to locate funding. If the project must be implementedwithin a narrow timeframe, this should be clearly stated in the proposal. Projects withunreasonable timelines may not be accepted.

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RESPONSIBILITIES

The Volunteer with his/her community, the Post, and the Office of Private Sector Initiatives eachhave certain responsibilities to ensure the project is successfully formed, approved, funded,implemented and closed.

Responsibilities of the Peace Corps VolunteerThe Volunteer must first determine that enough time is available to fund and complete theproject, typically eight to 12 months from the time the proposal is approved. Time variesaccording to project type and proposal quality. The Volunteer has a responsibility to:

Verify that the proposed project complies with Partnership Program guidelines.

Ensure that the community understands how the Partnership Program works.

Help the community plan and submit a Partnership Program project proposal.

Verify that all Partnership Program funds received are spent only for authorized itemsapproved in the projects budget and are accounted for with receipts.Note: Any funds

released to the Volunteer that cannot be accounted for, or are spent on non-approvedcosts, may be deducted from a Volunteers readjust allowance as a debt owed to the

Peace Corps.

Ensure sponsors receive acknowledgement of their contributions. A donor list is providedby OPSI so that Volunteers may thank and update donors.

Keep the Country Director, Partnership Coordinator and APCD informed of any delays,construction problems, or other unforeseen difficulties that could significantly alter aprojects schedule or jeopardize its successful completion.

Coordinate with the Country Director and APCD, if necessary, for another Volunteer ordesignated staff member to assume the Volunteers responsibility for the project in theevent of a Volunteers early termination, transfer, medical evacuation, or close of service.

Responsibilities of the Post Review and approve all project proposals prior to submission to OPSI. Each country has

a different approval process to ensure that the Partnership Program guidelines are met,but the Country Director is always the last to sign off on a project before submission.Note: Volunteers should check with the Partnership Coordinator for specific in-country

procedures.

Facilitate communication between the Partnership Program and Volunteer by forwardinge-mails, packages, and pouched letters between OPSI and Volunteers.

Notify the Partnership Program in the event that:o A Volunteer terminates early, transfers, or is medically evacuated before a

projects completion;o Other problems occur that could significantly delay the projects implementation

schedule or jeopardize the successful completion of the project; oro A project has to be cancelled.

Responsibilities of the Office of Private Sector Initiatives

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Confirm receipt of a proposal with Post within three working days stating the proposalsstatus as being:o Posted on the Peace Corps website and available to receive funds;

o Posted on the Peace Corps website and available to receive funds but needing

additional information/clarification;

o Withheld from active solicitation of funds as written until noted details of necessarychanges are made and the project is accepted; or

o Unable to meet the Partnership Programs guidelines.

Promote each project by:o Contacting identified referrals and sharing the Application Form;

o Uploading the Executive Summary onto the Peace Corps website; and

o Identifying other potential donor groups.

Once a project reaches full funding, create and submit a signed copy of the AuthorizationMemo instructing the release of funds.

When fully funded, send the Volunteer and Partnership Coordinator the names andaddresses of the projects sponsors that have authorized OPSI to release their contactinformation.

Forward letters and Final Reports to donors as requested.

Coordinate with Post for another Volunteer to assume responsibility over the project ifthe Volunteer is terminated early, transferred, or is medically evacuated.

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FINISHINGTHE PROJECT

Once the project is completed, the Volunteer, working with the community members, willcomplete a Final Report and submit receipts and an account of funds spent to the AdministrativeOfficer for review. Once the AO has verified that the receipts match the funds spent, the AO willkeep the receipts at Post. If there is extra money, the AO will return it to OPSI and complete abudget reconciliation memo.

Final ReportThe Final Report is a statement on the finished project for the Peace Corps and the donors. Inaddition to answering the questions on the Final Report form, a detailed list of expendituresshould be included in both local currency and U.S. dollars. Volunteers are encouraged to sendpictures to donors and as part of their Final Report to the Peace Corps.Note: In order for thePeace Corps to use these photos and images, the Volunteer must sign an Authorization to Use

Personal Materials form included with the Final Report (See Appendix 5).

Once the Final Report form is complete, the report must be signed by the AO, Volunteer, andCountry Director. These signatures verify that all Partnership Program funds expended werespent for project purposes. OPSI will review the report and forward it to donors upon request.OPSI will e-mail the Post when the project is considered closed.

Cancelled ProjectsIf a project is cancelled, the Volunteer must contact the Partnership Coordinator at Post to haveOPSI cancel the project. The Volunteer and community must submit receipts and an accountingof funds spent. The Volunteer and community must also return unused funds to the AO. The AOwill send the unused funds to OPSI where they will be placed into the Global Fund.

Close of Service Before the Project is CompletedIf it becomes clear that the Volunteer will end service before the project is complete, there areseveral options, including extending service, transferring responsibility to another Volunteer, orcanceling the project.

Extending service. Contact the Country Director.

Transferring responsibility to another Volunteer. The Volunteer must work with theCountry Director to find another Volunteer in the region who agrees to take over theresponsibilities of the project. The site of the project should be readily accessible to thenew Volunteer. The Volunteer will then need to fill out a Transfer of Responsibility formand submit it to the Country Director for final approval.

Canceling the project. See the previous section.

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FREQUENTLY ASKED QUESTIONS

When may I apply?

The Peace Corps Partnership Program accepts project proposals year round, on a continual basis.

How long does it take for a Partnership Program project to reach full funding?

The length of time varies with the amount requested, strength of referrals, and quality ofproposal. The average project cost is approximately $3,200 and takes between three and fourmonths to reach full funding.

What size project is recommended?

The Peace Corps Partnership Program works best with projects that are $5,000 or less. Forprojects requiring more funding, it is especially important to consider the local capacity tomanage the project and the extended timeline required to fund and implement it. Funding isnever guaranteed.

Who donates to Partnership projects?The majority of donors have personal relationship with the Volunteer. However, otherorganizations and individuals look to the website for projects that interest them. Volunteersshould have a clear, concise Executive Summary to help potential donors fully understand thedetails of their project.

Do Volunteers receive a list of people who donated to the project?When the project is fully funded, a list of donors, who granted the Partnership Programpermission to release their contact information to Volunteer, will be sent to the Post to forwardon to the Volunteer. If the Volunteer would like to contact donors who did not grant permissionfor their information to be shared, they may send letters and/or materials to OPSI, who will then

forward them on to those donors.

Can Volunteers apply for materials or equipment instead of financial assistance from thePartnership Program?

OPSI does manage the Gifts In-Kind Program, but this is a distinct and separate program. Onlyfinancial assistance is available through the Partnership Program. Volunteers interested inmaterials, equipment, or other in-kind donations should contact the Office of Private SectorInitiatives for more information.

Can Volunteers submit an application for an awareness campaign?Volunteers whose communities wish to develop an awareness campaign effort should be

cautious and consider the sustainability and skills transfer of participants. Participants in thecampaign should be mostly made up of host community members and all safety and securitymeasures (e.g., helmets) should be accounted for in the proposal.

Can Volunteers submit more than one Partnership Proposal simultaneously?

Volunteers may submit more than one Partnership Proposal. It is recommended that Volunteerscomplete a project before submitting another proposal. However, simultaneous applications will

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be considered by OPSI on a case-by-case basis. Please contact your Partnership Coordinator atPost to obtain prior approval from OPSI.

Are donations to Partnership Program projects tax-deductible?

Donations made to OPSI for Partnership Program projects are deductible as charitable

contributions under IRS Code 170 (a). Furthermore, 100% of donations received by thePartnership Program go to projects in host communities where Volunteers serve.

Wouldnt it be faster for donors to just send funding directly to the Volunteer?

Peace Corps Volunteers are not authorized to accept gifts themselves. Additionally, only giftsmade through the Partnership Program are tax-deductible.

How can Volunteers track the progress of a Partnership Program request?

The Peace Corps website, under the Donate Now tab, lists all current Partnership Programprojects and the amounts collected and initially requested. This website is updated once a day.Volunteers may find their project to determine the amount of funding still needed.

What is the best way to contribute to a project?

The best way to contribute to a Partnership Program project is online via the website(www.peacecorps.gov/contribute). In addition, donors can contribute over the phone by calling(800) 424-8580, extension 2170. Checks are also accepted and should be made payable to thePeace Corps Partnership Program. The project number needs to be referenced in the memo lineof the check to ensure it is applied to the chosen project. Checks mailed to Peace Corps can takeseveral weeks to arrive, due to security procedures at federal agencies. Mail operations may besuspended due to security concerns causing further delay. Additionally, donors who give bycheck must indicate in writing if they want to be contacted by the Volunteer or they will notappear on the donor list. The mailing address is:

Peace CorpsOffice of Private Sector InitiativesPeace Corps Partnership Program1111 20th Street, NWWashington, DC 20526Tel: (202) 692-2170; Fax: (202) 692-2171Email:[email protected]

What happens if a Volunteer is going to COS and a project does not have its full funding?

The Volunteer has three options. The first is to extend his or her service. The second is to cancelthe project. (Note: If a project is cancelled, all collected funds will be allocated to the GlobalFund; see below for more information on this fund.) The third is to transfer the project to anotherVolunteer who can take over the project.

What if there is money left over from a project?

We encourage Volunteers to spend any remaining project monies to promote the project.However, if all avenues are exhausted and there is still money remaining, contact the AO at Postto have the money sent back to OPSI.

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Can Volunteers send pictures with their Final Reports?

Yes, and they are encouraged to do so! Volunteers should sign an Authorization to Use PersonalMaterials Form (See Appendix 5) granting permission to OPSI to use the photos as part of theFinal Report. While this form is optional, Volunteers should consider submitting this form withtheir Final Report so the Peace Corps may use the photos for promotional purposes.

What is the Global Fund and how often is it accessed?

The Global Fund is comprised of contributions made directly from donors who want to give ageneral gift to the Peace Corps Partnership Program. It also contains contributions from donorswho donate to a specific project that has been prematurely terminated or that has already reachedfull funding (per the disclaimer on the OPSI website and referral letters). Periodically, the FiscalSpecialist will disburse Global Fund monies throughout the regions. The same process appliesfor other general funds the Partnership Program manages such as the Education Fund or BusinessDevelopment Fund.

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APPENDICES

1. Cross-Cultural Exchange2. Sustainability3. Scholarship Programs4. Camp and Conference Projects5. Authorization to Use Personal Materials

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Appendix 1: Cross-Cultural Exchange

Many of the organizations involved with the Partnership Program appreciate the opportunity forcross-cultural exchange. By helping support a project in the developing world, donors learn

about development and different cultures. These exchanges are strongly encouraged and givedonors a first hand look into how their support enhanced a community and its members.

The components of an exchange are largely determined via correspondence between theVolunteer and host community and their sponsors. Suggestions for cultural exchange includeessays, email highlights and updates on projects, project diaries, and photo journals. Volunteersshould send correspondence and thank you letters to all donors on the project donor list.

If a donor is interested in pursuing a specific cross-cultural exchange, OPSI will forward thatinterest on to the Volunteer via the Post. OPSI will not be involved in any furthercorrespondence.

Websites

Websites are a popular way to share the project with a large number of people. Volunteers arestrongly cautioned against the use of personal information on such sites, including full names,exact site locations, and social security numbers as they could subject Volunteers to unsolicitedattention and/or harassment. Volunteers must also be aware of the potential to violate U.S.privacy, host country, or other applicable laws if they include such information in any electroniccommunication.

Volunteers should never directly solicit gifts for a project on their own website. Instead, directvisitors to the Peace Corps website. Volunteers should check with their Country Director for

guidance on developing a website.

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Appendix 2: Sustainability of Projects

Sustainability refers to the capacity of a project to continue to meet the needs of a communityonce the initial grant or external source of funding has ended. To ensure a project becomes

sustainable, it is necessary to have the community involved with the project each step of the way,so that they may take ownership of it. Thus, beneficiaries will continue to be served after theexternal source of funding has left. This will also reassure donors, who are providing the initialfunding, that their investment will not be short-lived and that their contribution will make adifference.

Ensuring Sustainability of a Partnership Project

Writing a Partnership Program proposal can be a learning opportunity for many members of aVolunteers community. In order to build mechanisms into the planning process that promotelong-term success, Volunteers and community partners should consider these questions:

Is there capacity building involved with the project? Can the project operate self-sufficiently or be revenue generating?

What external or internal activities will you conduct to sustain the project after outsidefunds disappear?

Does the community have the resources (human, financial, or material) to sustain theproject long-term?

How long is this project anticipated to be in use or have an effect?

How will the buildings, parts, or machinery be repaired or replaced?

Could the community replicate or teach the implementation of this project in the future?

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Appendix 3: Scholarship Programs

Scholarship programs can be effective tools to encourage education and increase retention inschools. When creating a scholarship program, it is important to plan strategically for the long-

term administration and sustainability of the program. This process involves significant planningand the inclusion of host country nationals and local organizations. The following key points willassist in creating a scholarship program:

A Partnership Program Application Form must be submitted. Applications must besubmitted consistent with Partnership Program guidelines (follow the PCPP format andprocedures for submission) outlined in this Handbook. The proposal should spell out veryspecifically the process by which host country nationals will identify, evaluate and selectrecipients and it should show a plan for sustainability.

The program should become self-sustaining. The programs survivalfinancial and

administrativeshould not be dependent on Peace Corps Volunteers or PartnershipProgram funding.

Help organize a selection committee. Creating a committee which will plan how thescholarship program will operate is one of the most important steps. The ultimate goal forthe Volunteer should be to assist the community in developing a selection committee andprocess made-up entirely of host country participants. Volunteers should not be part of orappear to be a part of the selection process.

Selection Process. Volunteers must not be in a position where they may be perceived ashanding out money or be involved in the selection or evaluation of students as recipients

of money. Only host country nationals should be in charge of the process of nomination,selection and administration of any funds used for this purpose.

Host country nationals. Host country representatives from all levelsfrom therecipients families to the local or national governmentsshould be involved.

No scholarship project may last longer than a school year. No scholarship project maylast longer than the current school year. If the community would like to have scholarshipsagain the following year, a new proposal must be submitted to the Partnership Program.

Expectations and Evaluations. Set realistic expectations and evaluate how well these

expectations have been met during the first year. In subsequent years, the scholarshipprogram committee should meet annually to evaluate the previous year and make anychanges to the next years strategy.

Final Reports must be sent in as well as any extra money. Scholarship reportingrequirements are the same as Partnership Program requirements (i.e., Final Report,receipts with financial accounting summary). At the end of each year/project, as with allPartnership Program projects, any unused funds should be retuned to OPSI.

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Appendix 4: Camp and Conference Projects

Importance of youth camps

Peace Corps Volunteers successful work in developing the assets and capabilities of youth is

well known. Volunteers and their local counterparts decide on the most appropriate and effectiveapproaches, such as:

Promoting positive attitudes and life choices;

Acquiring leadership skills; and

Becoming better prepared to assume future roles in society.

Youth camps are one method for developing the assets and capabilities of young people withwhich Peace Corps has 30 years of experience. In addition to more traditional sports andrecreational activities, training in a camp setting creates a safe learning environment for youth(often between the ages of 13 and 18) to engage in activities around leadership, health, language,information and communications technology, and environmental education. Camps are a

culturally accepted and versatile method of delivering youth-focused training that providesmultiple benefits to youth, local partners, and communities.

The Peace Corps-developed youth camp model is intended to strengthen broad relationshipbuilding and participation by both youth and related communities or organizations. The role ofVolunteers is to collaborate with host-country organizations that sponsor the camp programs. Itis not to assume primary responsibility for organizing or sponsoring camp programs. Thus,Volunteers may collaborate with local counterparts, teachers, and non-governmentalorganizations (NGOs) to share responsibility for organizing the camps; to build the planning,fundraising and management skills of the local organizations; and ensure appropriate content,curricula, and safety during the camp training itself. Volunteers may also work with parents,

community partners, service providers, and youth to help them plan and manage camp trainingactivities.

Numerous Peace Corps publications provide guidance and examples for choosing camp-relatedtrainings, developing the content and curricula for camp trainings and subsequent follow-up, andproviding advice on co-facilitating and securing funding for camps.

Liability

A Peace Corps Volunteer may not assume principal responsibility for sponsoring and organizinga camp, but should work with local groups that may include government entities, NGOs, a localassociation of individuals or parents, or youth service organizations that are sponsoring the

camp.

Funding

Volunteers may train their communities to identify and mobilize local resources for camps. Inaddition, three Peace Corps sources of funds are also available. The three sources include:

The Small Project Assistance (SPA) Program administered through the Center for FieldAssistance and Applied Research;

Volunteer Activity and Support Training grants are available to posts receiving PEPFARfunds as part of their overall PEPFAR budget; and

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The Office of Private Sector Initiative (OPSI) Partnership Program.

While each of the three programs have specific funding guidelines, all of the Peace Corpsfunding sources share two common required elements for funding: sustainability, and monitoringand reporting.

1. Sustainability

The key questions to consider in addressing sustainabilityconcerns are:

How will youth camp participants demonstrate thatthey have acquired knowledge and skills as a resultof attending the camp? How will participants applythe new information or skills in their communities?

Are there opportunities for the local hostorganization to increase their capacity to plan,design, fund, and implement a camp in the future as

a result of their collaboration with Peace Corps?

2. Monitoring and Reporting

The key questions to consider in designing a monitoring andreporting plan are:

What does the organization or community want to achieve? Have the camp objectivesbeen clearly defined? What would a successful camp look like? Did the Volunteer assessthe needs and resources with youth, parents, and community partners?

What is the plan to get there? What steps will ensure success?

How will the organization or Volunteer follow up? Have partners outlined ways to followup with camp participants to see how new skills have been applied?

Available Technical Resources

The Center has partnered with the Regions to develop a number of resources to assist with theassessment, design, implementation, and monitoring of camp related activities. The ICE Cataloghas many publications that can be used by staff and Volunteers in planning such activities.

Follow-Up Support and Assistance for Camps

Several offices within Peace Corps headquarters can assist posts to ensure their involvement withcamps is consistent with Agency recommendations and guidelines.

For information on camp alternatives, lessons learned, and how camps are used in particular

sectors, contact a Center Specialist in your sectors. For questions related to youth developmentcontent, gender and development approaches, technical resources available in ICE or practicesfrom other posts, contact:

WID/GAD Coordinator at the Center for Field Assistance and Applied Research;

Youth Development Specialist at the Center for Field Assistance and Applied Research;

HIV/AIDS Programming and Training Advisor in the Office of AIDS Relief;

SPA Coordinator in the Center for Field Assistance and Applied Research; or

OPSI.

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Appendix 5: Peace Corps Authorization to Use Personal Material

I, ____________, hereby grant to the Peace Corps a perpetual, worldwide, royalty-free, non-

exclusive license to use, reproduce, or publish, for purposes authorized by the Peace Corps Act:my name; my photograph; the negatives and prints of photographs, videotapes, and/or otheraudio or visual recordings of myself; my articles and stories; and any other documents, writings,statements, recordings, representations, or information I may provide pursuant to and inaccordance with the terms of this Authorization. (Attach or describe licensed item if applicable.)

In particular, I hereby authorize the Peace Corps to use, reproduce, or publish any or all of theabove-listed items and to make reference to me in connection with these items to promote thePeace Corps using various media and publicity means, including, but not limited to: websites;books; public service advertising on television and radio stations; television and radiobroadcasts; direct mail pieces; print advertisements; brochures; flyers; posters; articles;

editorials; speeches; roundtable discussions; radio interviews; and television programs.

I acknowledge that I will receive no compensation from the Peace Corps in consideration of thisAuthorization or the use of the above-listed items pursuant to this Authorization.

______________________________________Name (Printed)

______________________________________ _________________________

Signature Date

______________________________________Address

______________________________________City, State and Zip Code

______________________________________Phone

______________________________________E-mail

Documents

Pcpp Volunteer Handbook February 2008[1]