Timeline and milestones calendars for partner countries submitting applications to access GPE implementation grants

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The calendars below detail the various deadlines and documents to be submitted by partner countries seeking education sector program implementation grants from GPE.

The GPE Board of Directors approved the increase in number of rounds of application submissions to four per year, instead of two in the past.

Activity January 2019 April 2019 August 2019 November 2019
Draft requirement matrix submitted to GPE Secretariat July 30, 2018 November 1, 2018 January 28, 2019 April 5, 2019
Program outline including a description of the variable part submitted to the GPE Secretariat Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document
Quality Assurance Review Phase I based on program outline - completed by the Secretariat September 14, 2018 November 26, 2018 March 22, 2019 June 17, 2019
Grants and Performance Committee meeting (reviews the requirement matrices) October 10-12, 2018 January 29-31, 2019 April 9-11, 2019 July 1-3, 2019
ESP package submitted to the GPE Secretariat October 29, 2018 January 10, 2019 May 6, 2019 August 1, 2019
Draft program document, including the variable part, submitted to the GPE Secretariat November 14, 2018 January 25, 2019 May 23, 2019 August 22, 2019
Quality Assurance Review Phase II completed by the Secretariat December 17, 2018 February 26, 2019 June 24, 2019 September 23, 2019
Final application package for GPE funds submitted to the Secretariat January 28, 2019 April 10, 2019 August 5, 2019 November 1, 2019
Grant and Performance Committee meeting April 9-11, 2019 July 1-3, 2019 October 22-24, 2019 January 21-23, 2020
Board allocation decisions* Mid-May 2019 Early/mid August 2019 Mid/late November 2019 Mid/late February 2020
Activity January 2020 March 2020 July 2020 October 2020
Draft requirement matrix submitted to GPE Secretariat August 6, 2019 October 31, 2019 January 22, 2020 March 25, 2020
Program outline including a description of the variable part submitted to the GPE Secretariat Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document Approximately 10-12 weeks prior to submission of the draft program document
Quality Assurance Review Phase I based on program outline - completed by the Secretariat September 6, 2019 November 8, 2019 March 13, 2020 June 9, 2020
Grants and Performance Committee meeting (reviews the requirement matrices) October 22-24, 2019 January 21-23, 2020 April 7-9, 2020 June 9-11, 2020
ESP package submitted to the GPE Secretariat October 21, 2019 December 17, 2019 April 28, 2020 July 22, 2020
Draft program document, including the variable part, submitted to the GPE Secretariat November 6, 2019 January 8, 2020 May 13, 2020 August 7, 2020
Quality Assurance Review Phase II completed by the Secretariat December 9, 2019 February 10, 2020 June 15, 2020 September 9, 2020
Final application package for GPE funds submitted to the Secretariat January 21, 2020 March 24, 2020 July 28, 2020 October 15, 2020
Grant and Performance Committee meeting April 7-9, 2020 June 9-11, 2020 October 13-15, 2020 January 12-14, 2021
Board allocation decisions* Mid/late May 2020 Mid/Late July 2020 Mid November 2020 Mid February 2021

* by affirmative vote (approximately 5 weeks after the GPC meeting)

The GPE Secretariat would also like to highlight that, as per the calendars, the following information is required:

The requirement matrix:

  • A matrix summarizing the country's readiness to fulfill the below requirements should be submitted to the Secretariat as a basis for Quality Assurance Review (QAR) Phase I and also feedback from the Grant and Performance Committee.
    • Requirement 1: A credible, endorsed education sector plan (ESP), or alternatively, a transitional education plan (TEP) in countries affected by fragility and conflict.
    • Requirement 2: Evidence of commitment to finance the endorsed ESP or TEP. This requirement has two elements: (A) Government commitment and (B) Development partner's commitment.
    • Requirement 3: The availability of critical data and evidence for planning, budgeting, managing, monitoring and accountability or alternatively, a strategy to develop capacity to produce and effectively use critical data. The requirement is divided into three sub-components concerning the availability of (A) an education sector analysis, (B) basic financial and education data and (C) a system or mechanisms to monitor learning outcomes.  
  • Domestic education financing Excel sheet (supplement to the Requirements Matrix).

ESP package:

The ESP package consists of:

  • A credible ESP/TEP, including a costed multi-year implementation plan (covering at least the first two years of the grant cycle if eligible and applying for the education sector program implementation grant (ESPIG);
  • The final report on the ESP/TEP Appraisal conducted by independent reviewer(s) and commissioned by the development partners of the local education group;
  • An appraisal report memo providing a brief summary of how the recommendations from the appraisal report have been addressed in the final ESP or TEP;
  • The approval of the ESP/TEP by the Government, including the commitment to finance the ESP or TEP; and
  • An endorsement letter by the local education group (LEG) including commitment of development partners to finance the ESP or TEP.

Draft program document and supporting documents:

The draft program document and supporting documents should be submitted to the Secretariat to facilitate the Secretariat's (QAR) process. Please note that the following documents, which should be submitted to the Secretariat:

  • Draft ESPIG application form;
  • Draft program document prepared for GPE funding, or other appropriate documents for budget support or pooled funds;
  • Latest report on implementation or completion of previous grant where applicable;
  • Joint financing agreement, where available; and
  • Any other supporting documents.

Applying for GPE's variable part:

Additionally, if the country wishes to apply for the variable part of the maximum country allocation (MCA), the package submitted for the Secretariat's QAR process should also include:

  • A description of the indicators and targets proposed for the results-based variable part of the MCA, as well as the theory of change and results chain describing how progress on these indicators will lead to transformational change in the areas of equity, efficiency and learning outcomes;
  • Explanation of how the indicators are anchored in the ESP;
  • Information on how the assessment will be done once the targets are met, including the means of verification (for example third party monitoring) and the disbursement schedule and share of disbursement by indicator;
  • How the variable part disbursements will be used, e.g. integrated in sector budget support, a pooled fund, or allocated to which components or activities of the fixed part of the grant or other ESP activity. The variable part disbursements may or may not be an integral part of the fixed part activities.
  • If relevant, justification for applying for an ex-ante approach for pre-approval.

Final Application Package:

The final application package consists of:

Required documents:

  • ESPIG application form;
  • Program document prepared for ESPIG funding or other appropriate documents for budget support or pooled funds;
  • QAR Phase II memo (brief summary of how the QAR II recommendations have been addressed in the final application package); and
  • Latest report on implementation or completion of ongoing/previous grant, where applicable.

Supporting documents:

For countries that have already provided the first two documents below at an earlier stage will not need to resubmit the documents a second time:

  • ESP | TEP package;
  • ESP Annual Implementation Report, as available;
  • Joint sector review reports for the past two to three years, as available; and
  • Draft grant agreement, where applicable and if available.
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