Policies and Procedures

Who is eligible?
Individuals who have attended a Sustainable Med conference.  They also must reside within the country where the grant would be administered.
What do we fund?
Projects that will advance the stated vision and goals of Sustainable Medical Missions. Priority will be given to projects specifically addressing neglected tropical diseases (NTDs) and conditions as well as strengthening partnerships between the healthcare community and local churches. All projects must be related to improving community health or medical care.
What will we not fund?
Activities unrelated to healthcare or promoting the gospel. Activities that would exclude or bring harm to people of any gender, race, religion, ethnicity, class or sexual orientation. Funds cannot be used to offer or provide money, gifts or other things of value directly or indirectly to anyone in order to improperly influence any act or decision relating to Sustainable Med or the project, including assisting any party to secure an improper advantage.  Funds cannot be used for any personal expenses (housing, food, and clothing) or for personal gain.  
How can someone apply for funds?
Applicants must complete a proposal no longer than two pages (one-sided, single spaced, 10 pt or greater font). Citations and references are encouraged and can be included in addition to the two-page application. Please describe the following: What is your idea?  What is the intended impact or outcomes?  How will you test or measure this?  What is your Zero in on Zero grid(s) for the disease(s)?
Proposals must be submitted to Sustainable Med for review. Submissions should be emailed to grants@sustainablemed.org or mailed to P.O. Box 498493, Cincinnati, OH, 45249, USA.
When can they apply for funds?
Applications can be submitted at any time, but all must be received by September 1 each year.
How often can someone apply for funds?
Two times in a calendar year.
Is there a maximum award amount?  If so, how much?
Average grant award will be $500-$2,000 USD for first time and pilot grants.  Those who have completed their pilot projects successfully with Sustainable Med and are moving to larger scale are able to apply for larger grants with a maximum award of around $10,000 USD.
What are the selection criteria?
The following criteria will be used to determine which grants are awarded (all criteria are equally weighted in terms of importance)
  1. Accountability – Who else in community will be able to confirm the funds were used as described?  What measures are in place to assure the integrity of funds?
  2. Collaboration – What other organizations or groups are involved? What church is involved in the project? How will the local community be engaged?
  3. Sustainability – How will the project and its related activities continue once the grant funds are gone?
  4. Innovation – What is unique about this project?  (Can be an entirely new idea or just new to an area)
  5. Gospel spreading – How does this project advance the spreading of the Gospel?
  6. Clarity – Are the ideas and concepts clearly described with concrete plans?
  7. Impact – Number of people effected by the project.
What reporting will be required?
Establishing and maintaining relationships are a key value for Sustainable Medical missions.  Thus, consistent communication is essential.  All grant recipients will need to communicate at least one time a month with Sustainable Med staff via email, phone, video conferencing or social media.  A final report (2-3 pages, single spaced, one-sided, 10 pt or greater font) will be required within 60 days of the completion of the grant.  The final report form will be provided by Sustainable Med to each grant recipient and will include questions such as: What actually occurred with the grant funds?  Who was impacted?  What actually changed as a result of the grant (aka “outcomes”)?  What were some of the obstacles you encountered?  What is next with the project activities and the communities being served?
Grant recipients who do not maintain consistent communication or who do not complete the final report in a timely manner will likely not be eligible for any future grants or funds.
When will funds be disbursed?  How often (one, two, or more disbursement periods?)
Disbursement timing and amounts will be determined according to the need of each project, but typically the disbursement of funds will start of the beginning of the year following the grant application.  For example, grants submitted and awarded in 2014 will start receiving funds in early 2015.  Most grants under $1,000 USD will received a one-time payment.  Most grants between $1,000 and $9,999 USD receive two separate payments.  Grants $10,000 USD or above will have three or more disbursement periods.  Release of each payment beyond the first installment will be based on the achievement of deliverable or goal as outlined in the submitted project.
Time limit for grants to be completed or funds used?
12 months, unless special permission is granted by Sustainable Med Executive Director and Board.
How can grants be used for publicity?
Sustainable Med may include information about the award of this grant, including an individual’s name, in its publications, speaking engagements, tax returns and other public disclosures. Sustainable Med may also identify the other entities or NGOs with which grant awardees will collaborate. Individuals receiving grants must request approval from Sustainable Med before any public use of our name or mark/logo.
How do we process budget amendments or reallocation of funds?
All changes must be submitted to Sustainable Med and written approval must be received before the execution of budget amendments or reallocation of funds.

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