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Guidelines for ICFC project partners ("agents")
Flexibility in Work Plan
Progress Reports and Final Reports
Project Budgets with multiple funders
Agency relationshipICFC partners with other NGOs and individuals in carrying out its international conservation work.
This relationship is not one of a donor or granting organization and recipient group. ICFC is involved in planning, managing and overseeing each project in proportion to our financial contribution to the project relative to that of other funders.
Project AgreementsProject agreements ("Agency Agreements") between ICFC and our local project partners ("Agents"; also called "field partners") are legally binding contracts setting out the details of conservation projects to be carried out by project partners on behalf of ICFC.
Project agreements are created in consultation with project partners and are specific to each project. Agreements include the following components:
- Goal and objectives
- Schedule of reporting (progress reports; final report)
- Schedule of payments (to correspond with reporting schedule)
- Information on project personnel
- Work Plan (which may include time frame for various components)
The schedule of reports and payments will be semi-annual or quarterly, unless otherwise agreed.
PaymentsWe will notify you when we are about to send a wire payment to you. Afterward we will email you documentation of the wire transfer for your files.
Unless otherwise specified, payment will arrive in your national currency.
Recipients in Brazil: You must be able to submit the necessary paperwork to your local bank branch within two days of our initiating a wire transfer of funds from Canada. We will therefore confer with you about the timing of wire transfers.
Flexibility in Work PlanDuring the course of a project, priorities can shift or the situation can change in regard to carrying out planned activities. ICFC's policy is to remain flexible and adjust work plans as needed to best achieve the project goal. Such changes must be discussed between the project partner and ICFC. Please inform ICFC promptly of any developments that make it necessary or desirable to significantly alter the work plan - Do not wait until the next reporting deadline to inform us of changes.
Progress and Final Reports
Deadlines and email submission:Progress and final reports are due by the dates specified in the agency agreement. Reports can be sent a week or two earlier, especially if prompt payment is desired on the scheduled cash transfer dates.
Reports should be emailed to the respective ICFC staff person/people (we will tell you who they are) and copied to
Format and content:Please use the template provided in Appendix A as guidance for reports. Progress reports and final reports do not need to be long or take a lot of time to prepare. Reports should begin with a point-form a synopsis that includes:
- what progress has been made toward project objectives;
- which aspects of the work plan are completed or in progress and which have not been undertaken (and why)
- what significant unexpected good things happened, if any, during the reporting period
- what significant unexpected bad things happened, if any, during the reporting period
Photos:We are always interested in receiving new photos related to the project - sometimes 'a picture is worth a thousand words'. Photos are very helpful in raising additional support for a project. They also help us get a better sense of the project.
We will assume that any photos shared with ICFC may be used in promotional materials such as the ICFC website and annual report. Please let us know if for any reason specific photos should not be shared with the public. We will name the project partner in photo credits wherever used; if you'd like to provide the name of photographer, we can credit them as well.
Updates between Reporting Deadlines:If any unexpected situation arises (good or bad) that significantly impacts the work plan or the project more broadly, please keep us updated as soon as possible rather than waiting until the next reporting deadline.
We also welcome any communication from project partners between reports with news related to the project or to conservation generally - you are our experts in the field and we value any ideas and input you have to share.
Project budgets with multiple fundersWhen there are multiple funders, our policy is to specify on our website and in our publications the portion of the total project support contributed by ICFC and to name the other funders. Therefore, project budgets should be organized in columns for different funders so that we can see where our share is going in relation to the total project funding.
Expense reportsExpense reports should be emailed to Laurie at and copied to Tom at ). Laurie, ICFC's Office Manager, will send you an expense (Excel) cover page (Appendix B) about a week in advance of when reports are due. This summarizes what funds were carried forward, sent and received, and the total expenses included in this report. Some of this is filled out by us, and some by you.
Expense reports must also provide itemized expense information showing how much was spent on what. Please clearly indicate the time period covered at the top of all expense reports. Please give expenses for the period following your last expense report (rather than for the whole year, for example, when you submitted a report six months earlier).
Receipts should be available for us to view at our request. (Please make reasonable efforts to obtain receipts, but we understand that for some minor expenditures it may not be possible.) With the purchase of any equipment, vehicle, boat, building structure, etc. costing over US$500, please send a photographic image of the item with the expense report (or after purchase).
It is very helpful, but not required, if you use ICFC's expense categories (Appendix C), plus any additional "other" categories that you like.
E-mail CommunicationsIt is very helpful for email "Subject" headers to indicate clearly what the message is about. Examples: "comments on 2nd progress report"; "question on budget item". Please update the Subject header when a back-and-forth conversation changes topic.
AcknowledgmentICFC and our Agent should each acknowledge the other in any publications or promotional materials concerning the project. This includes reports, magazine and newspaper articles, peer-reviewed journal publications, web pages, and press releases. Feel free to use our logo (obtainable here) where appropriate (signage, website, reports, etc.).
APPENDIX A: Template for Progress and Final Reports
1. Summary:Please briefly (within one page) answer the following questions in point form:
- What progress has been made toward project objectives?
- Which work plan items scheduled for the period have been completed or are in progress and which have not been undertaken (and why)?
- What significant unexpected things (good or bad) happened during the reporting period?
- What has been the outcome of the project in terms of the conservation status of the
land/species/ecosystem(s) (whichever applies) compared with what it would have been if the project had not
- or -
- What ground work has been accomplished that is expected to lead to conservation outcomes as described in #1.
2. Itemized Project Workplan Checklist:
|DESCRIPTION IN WORK PLAN OUTLINE||STATUS||COMMENTS|
|Component 1||Copy each component as stated in the agency agreement||Example: Complete; In Progress; Modified; Delayed, etc.||Brief remarks, if any|
3. Report narrative:The balance of the report can give a more detailed narrative, describing key project activities and any observations. If the report is in a language other than English and includes images or tables, it is very helpful to have the tables and images on separate pages from the text of the report. (This allows us to more easily translate the text.)
APPENDIX BThis expense cover page will be sent to you as an Excel file a week in advance of the due date. The table will be partially filled out by us and has formulae that will make automatic calculations.
APPENDIX C: Expense Categories for Expense Reports
|6-1120||Advertising & Message Promotion|
|6-1140||Bank - Fees|
|6-1160||Bank - credit card & PayPal Fees|
|6-1200||Cleaning & Cleaning Supplies|
|6-1220||Client Development & Hospitality|
|6-1240||Capital Items - Vehicles, etc.|
|6-1260||Committees & Local Meetings|
|6-1320||Conferences & Training|
|6-1340||Consultants & Subcontractors|
|6-1360||Courier & Postage|
|6-1400||Dues / Fees / Licenses|
|6-1440||General Supplies & administrative costs (miscellaneous)|
|6-1500||Internships & Educational Programs|
|6-1520||Land Purchase Expense|
|6-2010||Salaries & Wages|
|6-4010||Repair & Maintenance - Office & Field Stations|
|6-4030||Repair & Maintenance - Property & Equipment|
|6-4040||Security & Boundary Enforcement|
|6-4050||Special Village Projects|
|6-4060||Tools & Equipment|
|6-5030||Travel: Fuel - Vehicles & Boats|
|6-5040||Travel: Local Field Transportation|
|6-5050||Travel;: Meals & Lodging|
|6-5060||Travel: Vehicles / Horses / Other|
|6-6010||Utilities: Oil & Gas|
|6-6030||Utilities: Telephone & Internet|