Project cancellation policy

This is the Akvo policy on cancelling and archiving projects.

General

Projects which are entered into the Akvo Really Simple Reporting (Akvo RSR) system on Akvo.org are not removed. Projects may be cancelled or archived, but the project information remains on the system.

Collection of funds

Projects which do not have the full amount of funds to be able to be executed can be entered on Akvo RSR. Once the total amounts of funds have been secured for the project, and a final project update has been posted on Akvo RSR, Akvo will transfer those funds which have been collected via the online donation tools in Akvo RSR or been given to Akvo for the project via other means, to either the Support or Field Partner. The Support partner decides which option is preferred. 

Cancellation of projects

A project can be cancelled for multiple reasons. The status ‘cancelled’ means the project will not be implemented. It is the Support partner that is responsible for communicating the decision to cancel a project. Before the status is changed to ‘cancelled’ an update will need to be placed on the project page explaining why. The update should be made by the Support partner.

If donations have been made to the cancelled project one of the following actions is undertaken (in this order of priority):

  1. Transfer the money to another project, on Akvo RSR, of the Support Partner
  2. Transfer the money to a project, on Akvo RSR, in the same country
  3. Transfer the money to a project, on Akvo RSR, in the same region and/or within the same theme (School Sanitation, Rainwater Harvesting, etc.)
  4. Akvo then contacts individually any donors who have made a donation of €1000 or more about this decision. The Akvo RSR system automatically notifies the donor about a changed allocation of their donation. If the donors disagrees there is then still an option to alter the decision.

Even though the project is cancelled, the project will still be visible in the Akvo RSR database. This is for the purpose of transparency and so that we all can learn from cancelled projects.

Archiving of projects

A project can be archived for multiple reasons. The status ‘archived’ means that the project can still be implemented, but is no longer featured through the Akvo system. It is the Support partner that is responsible for communicating the decision to archive a project. Before the status is changed to ‘archived’ an update will need to be placed on the project page explaining why. The update should be posted by the Support partner or, failing that, by Akvo staff. 

If donations have been made to the archived project one of the following actions is undertaken (in this order of priority):

  1. Transfer the money to another project, on Akvo RSR, of the Support Partner
  2. Transfer the money to a project, on Akvo RSR, in the same country
  3. Transfer the money to a project, on Akvo RSR in the same region and/or within the same theme (School Sanitation, Rainwater Harvesting, etc.)
  4. Akvo then contacts individually any donors who have made a donation of €1000 or more about this decision. The Akvo RSR system automatically notifies the donor about a changed allocation of their donation. If the donors disagrees there is an option to alter the decision.

Even though the project is archived, the project will still be visible in the Akvo database. This is for the purpose of transparency and so that we all can learn from archived projects.


Updated:

19 May 2015
24 June 2011