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Diplomacy in Action

PRM General NGO Guidelines and Applicant Resources


PRM’s General NGO Guidelines

PRM’s General NGO Guidelines provide an overview of PRM’s NGO funding priorities and sectors and will answer many questions on the application process. All current and prospective applicants for PRM funding should read the Guidelines in their entirety when they are updated each fiscal year.

The FY 2014 version of PRM’s General NGO Guidelines contains a new section entitled “New to PRM Funding?” which provides resources and tips for first-time applicants.

Applicant Registration

The multiple steps of the registration process can take anywhere from several days to months depending on the country in which your organization is legally domiciled.

*We urge you to begin the process early, even before you see a funding opportunity announcement to which you would like to apply.*

NGO proposals in response to PRM’s advertised funding opportunity announcements must be submitted through the www.Grants.gov website. Unsolicited proposals are occasionally accepted although the vast majority of PRM’s NGO funding is awarded through the competitive process. Subscribing to the Department of State’s email listserv will allow you to receive a notification as soon as new PRM funding opportunity announcements are issued.

Applicants for PRM’s NGO funding must register with www.Grants.gov in order to be eligible to apply. To register with www.Grants.gov, your organization must first have a DUNS number and be registered with the System for Award Management (SAM). See the SAM Quick Start Guide for New Grantee Registration and Video Tutorial for New Applicants for details on how to set up a SAM account.

Applicants may also refer to the Department of State’s Office of the Procurement Executive, Federal Assistance Division website to find information on U.S. federal grant regulations, additional www.Grants.gov support, Department of State Branding and Marking Policy, and copies of federal assistance forms required by PRM (including the SF-424 and the SF-PPR) among other resources.

Troubleshooting and Technical Support

The www.Grants.gov website Applicant Resources page includes useful information such as Frequently Asked Questions (FAQs) for Grants.gov applicants, a training video on the registration process, and troubleshooting tips.

Some top issues that organizations have faced in the past that have caused them to miss application deadlines are:

  • File Names: When submitting documents on Grants.gov, please pay close attention to the file naming conventions. If these guidelines are not followed, your application may be rejected. File attachment names longer than approximately 50 characters can cause problems processing packages. Please limit file attachment names. Also, do not use any special characters (example: &,¿,*,%,/,#', -), this includes periods (.), spacing followed by a dash in the file and for word separation, use underscore (example: Attached_File.pdf) in naming the attachments.
  • Wrong version of Adobe Reader: Grants.gov has created a test package to check whether applicants are using the compatible version of Adobe software to view their application package. See the Grants.gov “Applicant Tips” page for details. We recommend that applicants do not wait until the last minute to test the compatibility of their Adobe Reader.
  • Expired SAM registration: All applicants must be registered with the System for Award Management (SAM). An authorizing official of your organization must be the one to register. The entire registration process can take days, weeks, or months.

If you do encounter technical problems with SAM or www.Grants.gov registration or with application submission, contact the relevant technical support team directly.

For technical support issues with SAM, users should contact the Federal Service Desk (FSD) by phone (U.S. calls: 866-606-8220; international calls: +1-334-206-7828) or through an online webform on the FSD website.

For technical support issues with www.Grants.gov, users should contact Grants.gov technical support by phone (U.S. calls: 1-800-518-4726; international calls: +1-606-545-5035) or via email at support@grants.gov.

*Once again, we urge all prospective applicants to begin the registration and application submission process early.*

PRM Recommended Proposal Templates

PRM has developed recommended proposal narrative and budget templates. These are not required but are recommended to ensure that applicants include all relevant information in their proposal submissions. To receive copies of PRM’s recommended proposal narrative, budget, and reporting templates, email PRM’s NGO Coordinator with the phrase “PRM NGO Templates” in the subject line of the email, to generate an automated reply.

Additional Policy Guidance

Gender: In FY 2014, PRM established a new requirement for applicants to include a gender analysis in all proposals for PRM assistance and to estimate the level of funding attributable to GBV response in relevant applications. Please see PRM’s Gender Frequently Asked Questions (FAQs) and our General NGO Guidelines for more information on our new gender requirements.

Codes of Conduct: Applicants for PRM funding are also required to submit an organization-specific Code of Conduct as an attachment to their proposal. The Codes of Conduct must be consistent with the Inter-Agency Standing Committee’s (IASC) six core principles to protect beneficiaries of humanitarian assistance from sexual exploitation and abuse (SEA). Please refer to PRM’s General NGO Guidelines for details.

Policy Issues: Applicants for PRM funding should regularly refer to the Policy Issues section of PRM’s website for updated information on our approach to Statelessness, Refugee Protection in Urban areas, and other key issues facing our populations of concern around the world.


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