Environmental Equity and Justice Partnership (EEJP) has a
carefully crafted Grant Process keeping in view the specific
needs and requirements of grassroots organisations. Our process
strives to be accessible and inclusive, in addition to being
fair, objective and transparent. We keep on learning and incorporate
new ideas to keep abreast with changing needs.
The program strategy revolves around the following
- Expert Body in Advisory Role
An Advisory Board comprising of experts from environment and
other crossover areas is constituted. A sound understanding
of the root causes of environmental problems and an ability
to see the ‘big picture’ is what characterises
these members. Well connected to communities on the frontline
environmental work, they ensure that the perspective of those
most impacted by environmental injustices is not lost. The
Board has a much richer connection beyond selection.
- Simple yet effective grant making process
EEJP Process has been designed keeping in view the specific
needs of grassroots organisations. It strives to be accessible
and inclusive, in addition to being fair, objective and transparent.
Application formats are kept simple yet meant to ensure a
good funnel for innovative ideas and practices wherein the
community benefits and sustainability aspects are well integrated.
Process is meant to be evolving to meet changing needs.
- An inbuilt mentoring component
Mentoring component is blended into the overall program. EEJP
serves like an incubator of grassroots initiatives and mentors
them with the aim of building and enhancing their capacities
and preparing them to assume larger roles.
- Building a grantees’ network
The program purpose is not to set off few short-term activities
but to bring in significant change in the area of environmental
justice. EEJP does not view its grantees’ as mere receiver
of funds but as long-term associate and partner. The program
envisions a specific role for them within the process, during
as well as after the grant period.
- Dissemination of knowledge products
Knowledge products on diverse range of issues are the most
direct outcome of the program. EEJP places strong emphases
on their dissemination among a wider audience largely through
list serves, website, and other specific mechanisms to promote
- Basic Principles
The award of grants under EEJP is subject to the
The availability of grants are publicised widely and in an
easily accessible way. All grants awarded will be published
on website with due observance of the requirements of confidentiality
- Equal Treatment
The grant award process is completely impartial. A multi layered
selection process ensures this.
No single beneficiary may receive more than one grant under
EEJP in a given grant cycle.
Grants, as a rule, only cover costs incurred after the date
on which the grant contract is signed. A grant may be awarded
for an action, which has already begun only where the applicant
can demonstrate the need to start the action before the contract
is signed. No grant may be awarded retroactively for actions
Grant would not have the purpose or effect of producing a
profit for the awardees. Profit is defined as: a surplus of
aggregate receipts over costs for the action in question at
the time when the request is made for final payment of a grant
for an action.
The eligibility criteria relate to three different
- Eligibility of the applicant
This refers to the applicant's legal and administrative status.
- Eligibility of the action
This refers to the types of activities, and sectors or themes
and geographical areas covered by the Call for Proposals.
- Eligibility of costs
This details the types of costs, which may be financed. In
brief they must be real costs, which will actually be incurred
and are necessary for carrying out the project.
The Eligibility Criteria in case of Applicants as well as
Actions have been detailed out under the respective program
components. The eligibility criteria should not be confused
with the grant award criteria.
Grounds of exclusion:
Some applicants, despite fulfilling the eligibility criteria
mention above, may be excluded from participating in the program
or the award of grants if, at the time of the call for proposals,
- are subject to a conflict of interests;
- are guilty of misrepresentation in supplying the information
required by EEJP as a condition of participation in the
call for proposals or fail to supply this information;
- have attempted to obtain confidential information or influence
the Selection Team during the evaluation process of current
or previous calls for proposals.
- have failed to deliver output or met EEJP requirements
in the past.
Eligibility of Costs (Applicable only to Environmental
Only “eligible costs” can be taken into account
for a grant. These are detailed below. The budget is therefore
both a cost estimate and a ceiling for "eligible costs".
Note that the eligible costs must be based on real costs,
not lump sums (except for travel). It is in the applicant's
interest to provide a realistic and cost-effective budget.
Eligible Direct Costs:
To be eligible under the Call for Proposals,
- be necessary for carrying out the action and comply
with the principles of sound financial management, in
particular value for money and cost-effectiveness;
- be recorded in the Grantee’s accounts or tax documents,
be identifiable and verifiable, and be backed by originals
of supporting documents.
Broadly speaking the following costs are not
- debts and provisions for losses or debts;
- interest owed;
- items already financed in another framework;
- purchase of assets, except where necessary for the direct
implementation of the action, in which case ownership
must be transferred to the final beneficiaries at the
end of the action;
EEJP adopts a two-stage Application Process. The first stage
is the Submission of Concept Note. All applicants interested
in receiving support under EEJP should submit a Concept Note
in the prescribed format only. The Concept Note should be
no longer than 3-pages and should attempt to explain in a
concise manner the problem statement, goals and objectives
of the intervention, activity outline and expected outcome,
success indicators, follow up/ sustainability plan and a broad
budget outline. Submissions can be made in English or Hindi.
Applicants whose concept notes are short-listed for further
consideration will be asked to submit Full Proposal along
with requisite supporting documents at a short notice of two
weeks. This again has to be submitted in the prescribed format.
Applicants should check their proposal for completeness, including
all supporting documents asked under the program.
Under both components combined - Environmental Small Grants
and Environmental Fellowship - an applicant may submit only
one application during the current grant cycle for consideration.
In case more than one application is received from an individual,
EEJP will randomly select one and disqualify the other/s.
Applicants should not expect EEJP to select the ‘more
worthy’ proposals from among the several submissions.
EEJP may even decide to disqualify all the applications linked
to a single applicant.
in future grant cycles
The program does not restrict reapplication by EEJP Awardees
under the subsequent grant cycles.
This is only allowed for new activities. However EEJP will
give preference to new applicants.
There is a set of Evaluation Criteria as part of the Grants
procedure. Evaluation criteria consist of both, the Selection
and Award criteria.
The Selection criteria are designed to assess
applicant's financial and operational capacity to complete
the proposed action: the applicant must have stable and sufficient
sources of funding to maintain its activity throughout the
period during which the action is being carried out and to
participate, where appropriate, in its funding. Applicants
and their partners must also have the necessary professional
competencies and qualifications to complete the proposed action.
The verification of financial standing does not apply to
persons in receipt of fellowships.
The Award criteria are used to assess the
quality of proposals against the set objectives and priorities,
so that grants are awarded to actions that maximise the overall
effectiveness of the program. The award criteria relate, in
particular, to the relevance of the action and its compatibility
with the objectives of the grant programme, to the quality,
expected impact and sustainability of the action, and to its
The criteria are precise, non-discriminatory and not prejudicial
to fair competition.
All members of the selection team stand by the principle
of Impartiality and Confidentiality. Any member who has a
potential conflict of interests due to a link with any applicant
may withdraw from the evaluation process. There is a conflict
of interests where the impartial and objective exercise of
the functions of a member of the evaluation team is compromised
for reasons involving family, emotional life, economic interest
or any other shared interest with an applicant.
No information about the evaluation or comparison of proposals
or decisions about the grant award shall be disclosed. Any
attempt by an applicant to influence the process in any way
may result in the exclusion of its proposal from further consideration.
EEJP notifies the successful applicants in writing shortly
after the decision is taken. Unsuccessful applicants will
also be informed stating the specific reasons for the same.
A decision to reject an application or not to award
a grant may be based on one or more of the following grounds:
- the application was incomplete or otherwise non-compliant
with the stated administrative conditions;
- the applicant was not eligible;
- the action was ineligible (e.g. the action proposed
is not covered by the programme, the proposal exceeds the
maximum duration allowed, the requested contribution is higher
than the maximum allowed, etc);
- the proposal was not relevant enough or the applicant's
financial and operational capacity was not sufficient, or
the proposals selected were considered superior in these respects;
- the proposal was considered technically and financially
inferior to the proposals selected.
EEJP’s decision to reject an application or not to
award a grant is final.
The first pre-financing payment, which covers 50% of the
amount of the contract, is paid after both parties have signed
the contract. A mid-term report (activity as well as financial)
has to be submitted. On approval of the report 40% of the
contract amount is released. The final payment of 10% is made
only after receipt of the final report and the certified utilisation
In case of fellowships after both parties have signed the
contract disbursement of the fund will be on quarterly basis,
that is 25% of the total approved amount in every three months.
However fellowship for the last quarter will be in two instalments,
50% in the beginning of lastquarter and 50% after submission
of the final report.
If the grantee fails to implement the action as undertaken
and agreed in the contract, EEJP reserves the right to suspend
payments, and/or to terminate the contract. The contribution
may be reduced, and/or the organisation may demand full or
partial repayment of the sums already paid, if the grantee
does not fulfil the terms of the contract.
Mentoring is a crucial element of EEJP. Every grantee is
linked to an expert who keeps an oversight on the activity
progress as well as acts as a mentor.
In case of Fellowship, the individual additionally links
(formally or informally) with a local mentor (either an expert
or an organisation) before submission of the Concept Note.
The process requires that the applicant should have discussed
the idea with the mentor and developed a plan in consultation.
Clarity on role of the mentor is also vital.
Grantees Meet is hosted once every year and brings together
the awardees under the current grant cycle. Planned in a workshop
mode, the meeting serves as a capacity building measure and
provides a platform for a discussion based face-to-face interaction
among groups and individuals. Participation in the meeting
The Final Grantees Meet at the end of three years will collectively
bring together all the EEJP Awardees. For the awardees, it
would be an opportunity to showcase their work and achievements
before a wider audience and for EEJP it would act as an evaluation
of Results and Knowledge Products
The program expects knowledge products coming out of the
supported initiatives that will enhance understanding of the
communities on emerging environmental issues. EEJP proactively
works at disseminating the results and knowledge products
to benefit a larger community. All the knowledge products
are made available on EEJP website. EEJP also encourages grantees
to look for other available spaces and forum at their levels
to disseminate knowledge. The final EEJP publication too will
capture some of the work.
EEJP’s Alumni Network offers opportunities for peer
learning, lends wider exposure by linking up with other networks,
and acts as a think tank. The Alumni network provides a platform
to the grantees to stay connected with the issue of environmental
justice, catalysing conversations and incubating new ideas.
Alumni also give back to the existing program by way of mentoring;
giving feedback; and acting as program ambassadors. Since
it is not possible to bring the alumni together on regular
basis, the exchange is facilitated largely through list serves
and similar medium.
Download EEJP Process