Rules for Supporting Projects

Rule 1 - Policy

  • 1.1. The World Veterinary Association is not a development organisation. It is mainly a professional and scientific organisation, serving the Veterinary Profession and the general public. However, it recognises that a number of its members, being at the process of development, merit its support.
  • 1.2. The Veterinary Profession is one of a number of professions which substantially can contribute to development.
  • 1.3. Any improvement of the Veterinary Profession and Sciences in providing better services to the societies is considered as a contribution to development.
  • 1.4. It is in the interest of the World Veterinary Association to provide as much as possible support for projects leading to the accomplishment of better services provision.

Rule 2 - Definitions

  • 2.1. Project is a planned activity, leading to the accomplishment of a certain objective.
  • 2.2. The World Veterinary Association supports projects through appropriate funding under the present Rules.
  • 2.3. The projects supported by the World Veterinary Association are concerned with:
    • 2.3.1. Veterinary infrastructure.
    • 2.3.2. Veterinary Education and accreditation systems.
    • 2.3.3. Veterinary interventions in emergency situations.
    • 2.3.4. Animal protection.
    • 2.3.5. Informed opinion dissemination, on subjects of interest to the general public, related to the veterinary profession.
    • 2.3.6. Other projects within the objectives according to the Constitution of the WVA.

Rule 3 - Eligibility

  • 3.1. Countries that are eligible for a WVA subscription discount may apply for support to projects.
  • 3.2. Support is provided to Veterinary Institutions or other related Institutions, after an application presented by the relevant national organisation member of the WVA.
  • 3.3. The World Veterinary Association does not support private projects, either corporated or controlled by individuals.
  • 3.4. Any proposal for project falling within activities indicated in Rule 2.3. is eligible, provided that it is by itself self-fulfilling.
  • 3.5. Running expenses per se are not supported.
  • 3.6. The World Veterinary Association supports institutions for improving their ability in promoting functionality through enhanced asset holding.
  • 3.7. Projects partially supported by other sources are considered at preferential priority. This is not applicable in cases strictly requiring certain contribution by the beneficiary.

Rule 4 - Management

  • 4.1. For each financial year the Board of the Foundation and the EXCOM advise the President of the WVA on the priorities and the allocation of funds for projects operating within guidance by the PA.
  • 4.2. The WVA Council, following guidance by the Presidents Assembly during its yearly meetings, based on a proposal by the President of the WVA, decides on the short term (one year) policy and the money to be allocated for projects to the Foundation from the WVA budget.
  • 4.3. The WVA Executive Secretary is responsible for carrying the administrative details of the projects call, evaluation and realisation. More specifically he/she is responsible for:
    • 4.3.1. Observing the deadlines foreseen in the calendar, at Annex 1.
    • 4.3.2. Addresses the call for projects
    • 4.3.3. Scrutinises the applications, before submitting for discussion in the Board of the Foundation, that they are in line with the present Rules.
    • 4.3.4. He/she responds to the applicants notifying the results of the scrutinisation and the reasons for turning down applications.
    • 4.3.5. Controls the eligibility and justification of the expenses presented for reimbursement.
    • 4.3.6. Provides the President of the WVA with a quarterly progress report, on the follow up of the projects.
    • 4.3.7. Presents a final yearly report to the Board of the Foundation.
  • 4.4. The money is paid to reimburse expenses. No advance payment is allowed.

Rule 5 - Procedures

  • 5.1. The Board of the Foundation, based on the decision on policies and priorities set by the Council and within the funds allocated, decides on the actual yearly program.
  • 5.2. Based on the decision of the Board of the Foundation the Secretariat publishes a call for projects through:
    • 5.2.1. The Bulletin of the WVA.
    • 5.2.2. The WVA web site.
    • 5.2.3. A specific circular to all National Representatives to the Presidents Assembly.
  • 5.3. In the call are included:
    • 5.3.1. Information on the Board`s decision.
    • 5.3.2. The priorities set by the Board.
    • 5.3.3. The upper limit of support to a project.
    • 5.3.4. The deadlines, following the calendar at Annex 1.
    • 5.3.5. Confirmation of the Application Form, at Annex 2.
    • 5.3.6. Reference to the present set of Rules. 5.3.7. A list of eligible countries
  • 5.4. After the Board of the WVA Foundation decides on the allocation of funds to a project, a contract, as it appears in Annex 3, is signed between the WVA, the proposer and the beneficiary. Signing can take place electronically or by mail.
  • 5.5. Quarterly progress reports are expected to be submitted to the Secretariat, by the proposer, as well as a final report, in which the justification for money reimbursement should be a part of.

Rule 6 - Amendments

  • 6.1. These Rules may be amended by the Presidents Assembly with a simple majority of the votes cast in favour of the amendment.
  • 6.2. Proposal by the Board of the Foundation or by at least two members of the Presidents Assembly must be received in writing at the Secretariat of the WVA at least six months before the meeting of the Presidents Assembly.
  • 6.3. The Secretariat communicates the proposal, to the members of the Presidents Assembly, at least four months in advance of the meeting.

Rule 7 - Rights of the Board of Foundation and the Council

  • 7.1. In circumstances not provided for in the Rules, the Board of the Foundation and the Council shall take action that they consider appropriate.
  • 7.2. The Board of Foundation and Council also act accordingly in cases of extraordinary situations. The Presidents Assembly is informed retrospectively in due time with full justification of the actions taken.

Rule 8 - Adoption of the Rules

  • 8.1. These Rules were adopted by the Presidents Assembly on 24 September 1999 and will take effect immediately after the XXVI World Veterinary Congress.

Annex 1 (Rules for Supporting Grants)

Calendar for the Application of the Rules for Supporting Projects

End of January: Deadline for communicating the call for projects

End of May: Deadline for submission of projects

15th of June: Deadline to circulate for study the submitted projects, by the members of the Board of the Foundation

1-15 July: Meeting of the Board of Foundation (electronically or telephone conference)

End of July: Deadline for the applicants to be informed on the decision of the Board of the Foundation

Annex 2 (Rules for Supporting Grants)

Application Form for project Support by the WVA

PART A

1. Applicant (National Veterinary Association) _______________________________

2. Beneficiary _______________________________

3. Title of the Project

______________________________________________________________

______________________________________________________________

4. Name and particulars of the person responsible for the project

Name _______________________________

Institution _______________________________

Position and function _______________________________

Address _______________________________

_______________________________

_______________________________

Telephone +_______________________________

Facsimile +_______________________________

E-mail ____________________________

PART B (Rules for Supporting Grants)

Project description

Describe the project in a narrative form and define clearly its objectives. In particular refer to the benefits, expected to be gained, by the realisation of the project.

(No more than 2 A4 pages)

PART C (Rules for Supporting Grants)

Finances

Present a budget for the whole project, with details of the expected allocation of money, referring to specific items.

If it is expected that the WVA will partially support the project, it should be clearly stated for which expenses is the WVA support requested. In that case it should be also revealed from which other sources will the project be funded.

PART D

Planning

Present a clear time table for the realisation of the project with milestones for fulfilment of certain stages of the project. Adjust, if possible, these stages to the required three monthly progress report.

(No more than one A4 page)

Annex 3 (Rules for Supporting Grants)

Contract between the World Veterinary Association The (proposer, National Association) _______________________________ and the (beneficiary) _______________________________ to fund a project under the title

___________________________________________________________

___________________________________________________________

Venue - the domicile of the World Veterinary Association

1. The World Veterinary Association hereby confirms its willingness to finance a project under the title

___________________________________________________________

to be conducted on behalf of the ( proposer)

___________________________________________________________

by (Institution)

___________________________________________________________

presented by (Name of the responsible person for the project)

___________________________________________________________

on terms set up in the enclosed Rules for Supporting Projects and the extract of the relevant decision of the Board of the WVA Foundation.

2. The Rules of Supporting Projects and the extract of the decision of the Board of the WVA Foundation are a part of this signed contract.

3. If (beneficiary and/or proposer) ___________________________ fails to comply with the contract, and as a part of this contract the Rules of Supporting Projects by the World Veterinary Association and the extract of the decision of the WVA Foundation, the World veterinary Association Board of Foundation will have the exclusive right to cancel the contract by registered mail without any consequence for the World Veterinary Association or its Foundation.

4. If the Board of Foundation of the World Veterinary Association has to cancel the contract in accordance with point 3 above, the (proposer) _______________________________________ will pay to the World Veterinary Association Foundation an amount to be undisputedly specified by the Board of the said Foundation, which cannot be in any case be more then double of the amount projected for the particular project in question.

5. In case of doubt on the interpretation of the contract, the dispute will be settled by the court of the World Veterinary Association`s venue. Claim for damages will also be settled by the court of the World Veterinary Association`s venue.

Chairman of the Board
of the WVA Foundation

Date: _______________________ Place: _________________________________

Director of the
Beneficiary Institution___________________________________

Date: _______________________ Place: _________________________________

President of the
Proposing Veterinary Association ___________________________________

Date: _______________________ Place: _________________________________

24 September 1999





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