Selection Committee Procedures

Representation

The Selection Committee for the Fund comprises representation from:

• NZAID Nga Hoe Tuputupu-mai-tawhiti,
• the Council for International Development (CID),
• the Ministry of Education, and
• the Development Resource Centre (DRC).

Each of these agencies determines their representative.

Each representative's "term of office" will be on-going except in the case of the Council of International Development where CID will determine the term of their representative.

In order to ensure continuity, the selected representatives of each organisation will be expected to attend every meeting. If their absence if necessary, the organisation can have a substitute representative attend. Substitutes are to be chosen by each organisation.

Tasks of the Selection Committee (in conjunction with the DRC)

a. Participating in face-to-face and virtual meetings when required.
b. Contributing to the development of an inclusive list of potential applicants in order to promote the Fund to these organisations (DRC will keep a database, and will promote the Fund).
c. Overseeing the development of appropriate promotional material - on-line and hard copy if required.
d. Developing appropriate application processes.
e. Receiving and evaluating applications (the DRC will screen applications to ensure all information is included).
f. Recommending to NZAID which projects are to be funded and the funding levels.
g. Developing project evaluation guidelines.
h. Overseeing the reporting and accountability processes.
i. Dealing with major problems and disputes arising from any application.
j. Reporting to NZAID and key stakeholders after each funding round, and at the end of the financial year.
k. Reviewing and amending application criteria and processes when necessary.

Committee Procedures

Meetings
The committee will have at least two face-to-face meeting per year to consider applications and receive reports. Occasional tele/email meetings may be held from time to time to consider other matters that may arise. Decisions can be made electronically.

Quorum
The presence of three out of four members (75%) shall constitute a quorum.

Chair
The Chair is to be the DRC representative.

Consensus Decision Making
The selection committee will strive to make decisions by consensus; discussion continues until consensus is reached. If this is not possible, the matter can be put to a vote.

Confidentiality
All papers (correspondence, reports, applications etc) are confidential to the selection committee and the organisation.

Conflict of Interest
A committee member will declare if they consider they have a conflict of interest. Other committee members will review this declaration (noting the committee has to careful about maintaining a quorum). If agreed there is a conflict of interest the conflicted member would leave the room prior to any discussion of the application, or other matter, starting.

Order of Application Consideration
In case the requests for funds exceed the funding available, the selection committee uses a ranking system to ensure that the strongest applications are considered first. Prior to the meeting each selection committee member will rank each application.
1 fund
2 probably fund but have some queries
3 probably don't fund but have some queries
4 don't fund
Applications receiving the lowest aggregated score (ranked most favourably) will be considered first. However, discussion on each application remains an important part of the selection process as this may change the individual selection committee member's opinion.

Decision Categories
Applications may be:

• Approved
• Conditionally Approved
• Approved in Part
• Conditionally Approved in Part
• Declined

Collective Responsibility
Once a decision has been made, whether by consensus or by vote, all members accept is as a decision of the whole GEF selection committee and share responsibility for the outcome.

Timeframe for Decisions on Applications
The GEF selection committee will endeavour to consider applications and notify applicants within 6 weeks of the funding round's closing date.