GRANT MONITORING
Monitoring is a mechanism by which IDRC ensures that grantees use the funds they receive for their intended purpose, and thereby produce the desired technical (and ultimately development) outcomes.
Monitoring also helps to manage the risks identified before a project begins and that arise during the course of research. The learning generated through monitoring contributes to meeting project objectives and achieving results. It also provides essential information to IDRC about the evolution of scientific and policy issues and the performance of institutions in carrying out the research.
What to expect when IDRC monitors your project
Project monitoring typically occurs at set times during the project’s lifecycle and on any other occasion when significant opportunities or challenges arise. Project monitoring at IDRC can take many forms, including:
- project/site visits by IDRC or consultants;
- attendance at workshops, conferences, or other events;
- reviewing technical and financial reports;
- exchanging emails;
- telephone or Skype calls;
- conducting institutional visits;
- preparing reports to external funders;
- reading communications products, such as articles or scholarly works, or viewing and listening to audiovisual works;
- examining technologies developed in the project;
- creating log frames;
- conducting surveys and circulating questionnaires.
How do I deal with unforeseen changes?
While all conditions specified in your grant agreement must be respected, IDRC recognizes that situations outside the grantee’s control may occur. Please contact IDRC immediately if you encounter significant difficulties during the execution of your project. Dependent on the situation, an amendment to your grant agreement may be considered.
Project changes must be documented and requested in writing as early as possible. Project extension requests should be made before the project research completion date. It is important to note that any deviation from the project’s original work plan and approved budget must be pre-authorized by the IDRC technical contact person. Project changes are documented in an amended grant agreement signed by all parties.
This page is designed to help you understand the various components of the grant agreement and how they contribute to the successful management of your project.
The IDRC grant agreement is divided into several key sections, each serving a specific purpose to ensure clarity, accountability, and effective collaboration.
When additional (supplemental) funds are required
An IDRC grantee may request additional funds for activities within the scope of the work originally approved for funding. Supplemental requests are evaluated on the basis of need, strength of justification, and availability of funds.
Exchange rate variations
IDRC restricts all contractual obligations to the Canadian dollar amount specified in the grant agreement. IDRC grantees are expected to absorb variations in the exchange rate as part of their contribution to the project.
On an exceptional basis, when exchange variations may result in significant shortfalls that could jeopardize project objectives, IDRC may consider a request for supplementary funding. Such a request must be submitted toward the end of the project lifecycle, when actual costs are known and end-of-project shortfalls can be more accurately forecast.
When more time (extension) is needed
A project extension may be granted if additional time is required to assure adequate completion of the original scope of work. Extension requests based on a broadened scope or to use unexpended funds will not be considered. Extension requests must explain and justify the need and provide a date when the activities will be completed.
This request must be submitted before the project’s work completion date. The Centre will provide a written approval in the form of an amended grant agreement.