R2HC Support On-boarding
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On-boarding

On-boarding

Last updated 26/04/2021

Overview

Once you have received a positive funding decision on your application, the Finance & Grants team and Elrha will support you through our Due Diligence and Contracting processes. Your funding is not confirmed until both processes are complete. We run these two processes in parallel so we can get your research study up and running as soon as possible.

Our contracts include a requirement for all our grantees to adhere to our Incident Prevention and Management Policy and any relevant Donor Conditions.

Due Diligence

We have a tiered Due Diligence approach at Elrha and this can consist of; vetting of key individuals and/or board members, reviewing finances, as well as a review of internal organisational policies, to assess any risks to us of funding . All information provided to us through this process remains confidential. To determine which tiwe your organisation is in please review our detailed Due Diligence FAQs and Policy Guidance, it also explains the process, timeline and what we’re looking for in more detail.

Once due diligence is completed, as long as there are no significant changes, your organisation’s Due Diligence remains valid for between a year to three years. If you receive additional funding from us during that time, we will only need to carry out basic checks.

Contracting

We have a standard grant agreement which will need to be signed by both your organisation and us. We have a “no negotiation” policy, and therefore don’t generally accept amendments to our standard agreement. The reason why we have such policy in place, is that Elrha has the obligation to transfer the same conditions included in its agreements with funders, to all downstream partners. We therefore recommend that you review our standard agreement with your legal team and share any queries you may have as early as possible.

You can find a copy of our standard grant agreement in the resources section below. You should share this in advance of receiving a funding decision with the relevant people at your organisation (eg, legal, contracting or awards teams). This will help shorten the time between the funding decision and the start of your project or research study.

Grantees should familiarise themselves with their Elrha grant agreement and the annexes, and adhere to all requirements. All grant agreements will include the following annexes for your reference and use:

  1. Full approved proposal
  2. Narrative reporting templates
  3. Financial reporting template
  4. List of applicable policies
  5. Communications requirements
  6. Asset register template
  7. Annual risk assessment template
  8. Donor conditions
  9. Incident prevention and management policy
  10. Special conditions (if applicable)
  11. Grant agreement

If your organisation is often successful at receiving funding from us we may invite you to sign up to the Framework Agreement. This agreement covers all our main contractual terms and spans a three-year period – during that time, we will draw up basic award letters for each positive funding decision. This makes the contracting process much quicker and will allow you to start your work much sooner.

 

Standard grant agreement

You can find a copy of our standard grant agreement in the resources section below. You should share this in advance of receiving a funding decision with the relevant people at your organisation (eg, legal, contracting or awards teams). This will help shorten the time between the funding decision and the start of your project or research study.

Standard grant agreement
Template

Standard grant agreement

We have a standard grant agreement that will need to be signed by both your organisation and us.

If your organisation is often successful at receiving funding from us we may invite you to sign up to the Framework Agreement.

This agreement covers all our main contractual terms and spans a three-year period – during that time, we will draw up basic award letters for each positive funding decision. This makes the contracting process much quicker and will allow you to start your work much sooner.

Kick off meetings

During the onboarding period we will arrange Kick Off meeting(s) for your study or your cohort of studies. These provide the opportunity for R2HC to ensure a shared understanding of some key principles which we expect our grantees to adhere to. They also allow for learning to be shared across the cohort, or for relationships to be further developed between different partners within a study team. Meetings may take place remotely or in-person.

Elrha workshop in Jakarta. Credit: Elrha.

Budget review and Funding Committee feedback

Successful applicants should incorporate feedback from our Funding Committee into the final design of their research, as appropriate, during the on-boarding period. Your budget will be reviewed to ensure all costs are appropriate and represent good value for money.

FAQs

How long does the due diligence and contracting process take?

The standard timeline for the due diligence and contracting process, from award decision, is around 8 weeks, however this can be shorter or longer depending on several aspects. To achieve the intended timeline for your grant, we require you to provide us with the requested information by the submission deadlines. We will also provide a final deadline, where we may withdraw the funding if unable to complete the due diligence or contracting process, due to inability to provide all necessary information or no agreement between both parties on grant agreement clauses.

The time required to complete due diligence and contracting should be reflected in your proposed start date for study activities when you apply for funding.

Who can I contact if I have questions about the due diligence or contracting process?

Please contact the Finance and Grants team at the following email address grants@elrha.org

What support can Elrha provide to help us pass due diligence checks?

We will provide feedback during the policy review process, flag any risks identified and work together to put in place appropriate mitigations. If required we will work with you and your organisation to develop best practice policies that are relevant for type and size of organisations.

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