Guide to Filling the Application Form

Small Grant Program
Application Form

Thank you for your interest in the US Embassy Ankara Small Grants Program. In each grant round, the Embassy receives over 100 applications for funding. In order to give each application a fair review, we need to ask that you keep a few factors in mind:

Be Brief: Please limit your responses to as few words as possible. Time restrictions don’t allow the committee to spend a lot of time with each application. We need to ask that you limit your entries in this application to only the most relevant information for this specific project for which you are submitting an application.

English counts: You application will be reviewed by Turkish and English speakers. It is important that the quality of the English language be good so that the committee can give your idea a fair review. Only applications submitted in English will be reviewed.

Be concrete: In order to give your project an advantage, be very clear about what you want to do and why. Please don’t spend a long time on the narrative description. The most valuable section of this application is the Project Description table. You should be able to clearly and concretely describe in a few words exactly what you want to do with your proposed project.

Tip from the Embassy: No matter if you are writing in English or in Turkish (and then translating to English) it is important that your idea is clear and easy to understand. When you have finished the application, give it to a friend not related to the project. Ask them to read the document and then explain the project to you. If your friend can’t explain the project after reading your application, ask for feedback on how to make the document clearer. Sometimes experts in one field assume that everyone understands technical terms or important background topics. Remember that not all committee members have a back ground in NGO management or the arts.

Section I. Project Data Ref		Applicant Information
1	Legal name of applicant in Turkish*		Not all applicants have a legal name in both languages. Please only complete this line if it is applicable to you.
2	Legal name of applicant in English*		Not all applicants have a legal name in both languages. Please only complete this line if it is applicable to you.
3	Name of project in Turkish*		Not all applicants have a project name in both languages. Please only complete this line if it is applicable to you.
4	Name of the project in English*		Not all applicants have a project name in both languages. Please only complete this line if it is applicable to you.

5		Legal seat of applicant (street address, city, state, country)		If you are applying as an individual, please list an address from which you are based. If you are an organization, please give the legal seat of the organization.
6		Legal registration number of organization [ if applicant is an individual, please indicate this]		If you are an organization based in Turkey, please enter your legal registration number here. If you are an individual or an organization not based in Turkey, please leave this blank.
7		Website of applicant		Leave blank if you do not have a website.
8		Status of applicant (type of organization) Only registered non-profit entities or individuals are eligible to apply		If you are a Turkish organization please enter your legal status. If you are not based in Turkey, please enter your legal status (non-profit) in your home country. Individuals enter “individual.” Please note that the Embassy cannot support profit-making organizations. Please confirm that you are a not-for-profit applicant in this section.
9		Year entity was founded (if applicable)		What is your legal date of opening operations? Organizations only.
10		Name and title of contact person		Who should we contact for an immediate response if we have questions about your application?
11		E-mail address of contact person		Please give the current e-mail address.
12		Phone number of contact person		Please give the current phone contact information.
13		Name and title of person signing the grant		Please give the name and title of the person who will sign the award documents if the award is approved.
14		E-mail address of person signing the grant		Please give the current e-mail address.
15		Phone number of person signing the grant		Please give the current phone contact information.
16		DUNS number and NCAGE code of applicant (required if the funding requested from the U.S. Embassy is above $25,000)		If the total amount of funding requested from the U.S. Embassy with this application is more than $25,000, and if the applicant is an entity, you should obtain a DUNS number and an NCAGE code. To learn how to obtain a DUNS number and an NCAGE code please see Other Resources on our website. A DUNS number and an NCAGE code is not required from individual applicants.
Previous US Government/ Embassy support (only if applicable and most recent)
17		Funding 1: Include project name, amount, implementation dates		If you have received funding from the US Embassy Ankara in the past, it is important to list the three most recent cases of this support. Please make sure to include: 1. Project Name 2. Award number starting with S-TU-150- 3. Amount received 4. Implementation Dates Enter all of this information for all three projects.
18		Funding 2: Include project name, amount, implementation dates		If you have received other non-Ankara Embassy US Government funding in the past that you think make your application strong, please feel free to enter that information in this space. Please limit the entry to: 1. Project Name 2. Award number starting with S-TU-150- 3. Amount received 4. Implementation Dates
19		Funding 3: Include project name, amount, implementation dates		See instructions above and complete only if you have three cases of previous US Embassy Ankara or US government funding.
Project Information
20	Dates of project implementation		Please indicate a specific start and ending date
21	Location of project implementation		Where exactly will this project take place? Please indicate cities and venues if you know them in advance.
21	Expected number of beneficiaries		Number of people you expect to reach
23	Total project budget (for detailed budget description please use budget template)		What is the total budget of your project? Combine the Embassy support with all other donors. How much will your project cost total to implement? Enter the amount in USD, but please make sure that the number here corresponds to the budget in Section IV.
24	Amount being requested from US Embassy Ankara		How much partial support are you requesting from the Embassy Ankara with this application?
25	Percentage of total budget being requested from US Embassy		Here is a simple formula to determine your percentage: Amount requested from the US Embassy X 100 / Total project budget = % Embassy Request: USD 1,000 Total project budget: USD 4,500 USD 1,000 * 100 / USD 4,500 = 22%
26	Other Partners		Please list other partners supporting your project
27	Date of Application Submission		What date will you submit the application via email

Section II. Organization Information Organization Background Max. 1,500 characters	Please limit to highlights and include information relevant to the proposed project
In this section we are looking for highlights from your past (the past of the organization) that relate directly to the application you are submitting. Please use the character counter and limit your response to a maximum of 1,500 characters. You will not be penalized for going over the limit, but please try to be brief. Remember, the committee could be reviewing more than 100 applications along with yours. The key to success is to be clear and brief and make a strong point about why you are qualified to implement the project you are proposing.
Project Team	Specifically, who will be involved with organizing this project? Please provide names and a brief outline of their experience/ qualifications
Who is responsible for implementing this project in your organization or who will assist you if you are an individual? Explain to the committee who will be the person running the project and what relevant experience they have to make the project successful. Please limit your response to a few lines about each person. There is no need to enter non-relevant, extra information in this section.

Section III. Project Description Project Description Max. 2,000 characters		Please describe your project, including the activities you plan to carry out, as well as its overall goal and objectives?
In this section, you will explain what exactly you will do. The reader should be able to understand exactly what activities you plan to carry out, the overall goal and objectives of your project. Please use the character counter and limit your response to a maximum of 2,000 characters.
Activities		List of planned activities
Activity	Screening of five animated films during festival	Location/ date	Ankara/ Jan 5, Jan 20, Feb 1, Feb 10
Activity	Panel discussion with John Black	Location/ date	xxx University University/ 3 September
Activity	Master class with John Black	Location/ date	xxx University/ 7 September
Activity		Location/ date
Activity		Location/ date
Project Outcome Max. 1,500 characters		What results/ outcomes do you hope to achieve with the proposed project?
What is the big picture outcome of your project? When everything is done and all activities have been carried out, what will have changed? What will be the result of the project specifically for the target audience that you defined in the project data section? Please use the character counter and limit your response to a maximum of 1,500 characters. You will not be penalized for going over the limit, but please try to be brief. Remember, the committee could be reviewing 170 applications along with yours. The key to success is to be clear and brief and make a strong point about why you are qualified to implement the project you are proposing.

Measuring Project Outcomes

Max. 1,500 characters

Please explain how you plan to measure and evaluate your project outcomes?

What are your outcome indicators? What methods will you use to measure your performance?

Please use the character counter and limit your response to a maximum of 1,500 characters.

Section IV. Budget

The Embassy is looking for the following things in your breakdown budget:

A realistic understanding of the financial resources needed to carry out your project.
Your ability to spend efficiently and in-line with non-profit expectations.
To identify ineligible expenses in the case that your project will be funded.

Please keep in mind that this budget will be used to compare your project against other projects in a similar priority area. The quality and transparency of your budget will help us evaluate your application fairly. You do not need to complete each line in the budget. Feel free to leave spaces blank.

Remember to provide costs in USD. For expenses incurred out of Turkey, change the currency to USD and indicate what exchange rate you are using.

See next page for a sample budget.

Section IV. Budget

1	Personnel (Salaries, honoraria etc.)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other Funding
1.1	Project Assistant		5 months		$500			$2,500	$2,500
1.2	Honoraria to Director		2 days		$200			$400	$400
1.3	Social Media Specialist		3 months		$400			$1200	0	$1,200
1.4
1.5
Personnel Sub-total								$4,100	$2,900	$1200
2.	Fringe Benefits (To be filled in by U.S. Organizations)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other Funding
2.1
2.2
2.3
2.4
2.5
Fringe Benefits Sub-Total								0	0	0
3	Travel (International , domestic flight, lodging, airport transfer, ground transportation, M&IE etc.)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other
3.1	Roundtrip airfare for Director (NYC-Ankara-NYC)		1		$2,500			$2,500	$2,500
3.2	Accommodation in Ankara		3 nights		$300			$900	$600
3.3	M&IE (full rate)		2 days		$79			$158	$158
3.4	M&IE (75% on travel days)		2 days		$59.25			$118.50	$118.50
3.5	Airport Transfer		twice		$36			$72	0	$72
3.6
3.7
3.8
Travel Sub-total								$3,748.50	$3,676.50	$72
4	Equipment (be specific)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other
4.1	Laptop		1		$500			$500	0	$500
4.2
4.3
4.4
4.5
Equipment Sub-total								$500	0	$500
5	Supplies (be specific)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other
5.1	Paint and canvases for art workshop		100		$1			$100	$100
5.2
5.3
5.4
5.5
Supplies Sub-total								$100	$100	0
6	Contractual (Venue rental, sound system rental, web design, interpretation, printing services)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other
6.1	Venue rental (includes sound system and coffee break)		for 2 days		$1,500			$1,500	$1,500
6.2	Interpreter		2 day		$200			$400	$400
6.3	Screening Fee		1		300€		1.50	$200	$200
6.4
6.5
Contractual Subtotal								$2,100	$2,100	0
7	Other Direct Costs (be specific)		Number of Units		Unit Rate		Exchange Rate	Total	US Embassy	Other
7.1
7.2
7.3
7.4
7.5
Other Direct Costs Sub-total								0	0	0
8		Indirect Costs (To be filled in by U.S. Organizations- Reflect provisional, pre-determined rate and allocation base)		Number of Units	Unit Rate	Exchange Rate		Total	US Embassy	Other
8.1
8.2
8.3
8.4
8.5
Indirect Costs Sub-total								0	0	0
Grand Total								$10,548.50	$8,776.50	$1,772.00